Executive Assistant to the President & CEO

One Hope United•Chicago, IL

About The Position

Reporting to the President & Chief Executive Officer, the Executive Assistant provides comprehensive administrative and operational support to the CEO and serves as a key partner in advancing organizational priorities. The position manages the CEO’s schedule, communications, meetings, travel, and follow-through on strategic commitments while ensuring the Executive Office operates efficiently. The Executive Assistant also coordinates the Executive Leadership Team’s activities and operating cadence, supports Board and governance functions, and facilitates communication and engagement with internal and external stakeholders. The role requires exceptional discretion, sound judgment, organizational excellence, and the ability to manage competing priorities in a complex, multi-state human services organization. The position coordinates executive and leadership meetings, supports Board and committee activities, serves as a liaison with stakeholders, and assists with fundraising, donor engagement, advocacy, public affairs, partnerships, special projects, and organizational events. It maintains systems and records for the Executive Office and identifies improvements to administrative effectiveness. Duties may change, and other related duties may be assigned.

Requirements

Minimum of five years of progressively responsible administrative or executive-support experience.
Demonstrated experience managing complex executive calendars, senior-level meetings, meeting materials, notes, and action-item follow-up.
Experience handling confidential and sensitive information and coordinating work across multiple senior leaders or departments.
Exceptional organizational, planning, and project-management abilities.
Superior written and verbal communication skills.
Demonstrated judgment, discretion, and ability to manage highly confidential information.
Ability to anticipate needs, manage competing priorities, and ensure timely follow-through.
Strong interpersonal and relationship-management skills with executives, Board members, and external stakeholders.
Advanced proficiency with Microsoft 365 and other business productivity technologies.
High degree of professionalism, accuracy, accountability, and attention to detail.
Ability to occasionally work outside normal business hours based on CEO, Board, or organizational needs.
Ability to travel periodically for Board meetings, leadership meetings, conferences, or organizational events as required.

Nice To Haves

Bachelor’s degree in business, communication, organizational leadership, or a related field preferred; an equivalent combination of education and relevant executive support experience may be considered.
At least three years supporting a CEO, President, C-suite executive, or other senior organizational leader strongly preferred.
Experience supporting a Board of Directors or Board committees preferred.
Experience in nonprofit human services, healthcare, education, child welfare, or another complex, regulated organization preferred.

Responsibilities

Manage the CEO’s calendar, travel, meetings, correspondence, and administrative priorities.
Coordinate and prepare agendas, briefing materials, presentations, reports, and executive communications.
Monitor and track the CEO’s commitments, deadlines, decisions, and follow-up actions.
Evaluate and prioritize requests for the CEO’s time and attention, addressing or delegating matters as appropriate.
Handle confidential and sensitive information with discretion and professionalism.
Coordinate the Executive Leadership Team’s meeting schedule, annual planning calendar, and related activities.
Facilitate ELT agenda development, meeting preparation, documentation, and follow-up.
Maintain records of key discussions, decisions, action items, and organizational commitments.
Support leadership retreats, strategic planning sessions, and other executive meetings.
Coordinate logistics, scheduling, communications, and materials for Board and committee meetings involving the CEO.
Support preparation and distribution of governance materials, including agendas, minutes, and supporting documentation.
Track CEO commitments arising from Board and committee activities and safeguard governance-related information and records.
Serve as a professional liaison between the Executive Office and internal and external stakeholders, including Board members, donors, funders, government officials, community partners, and organizational leaders.
Coordinate meetings, communications, and follow-up involving the CEO.
Support fundraising, donor engagement, advocacy, public affairs, and partnership initiatives involving the CEO.
Facilitate preparation and follow-through for stakeholder meetings, events, and strategic engagements.
Maintain organized systems, records, and processes supporting Executive Office operations.
Conduct research and prepare briefing materials, reports, and executive summaries.
Coordinate special projects, leadership initiatives, conferences, and organizational events as assigned.
Identify and implement improvements to efficiency, communication, and administrative effectiveness.
Perform other related duties as assigned; duties and responsibilities may change with or without notice.

Benefits

Tuition assistance up to $2,500 per fiscal year.
Up to four weeks of paid vacation, up to six paid personal days, one paid mental health day, and up to five paid sick days annually.
Medical, dental, and vision coverage.
403(b) retirement plan.
Flexible spending accounts, health savings account, dependent care benefits, and commuter and transit benefits.
Agency-paid life and accidental death and dismemberment insurance up to $50,000 based on salary, and short-term disability coverage.
Agency-paid long-term disability after one year of employment.
Voluntary supplemental life and accidental death and dismemberment, critical illness, accident, and hospital coverage for employees and eligible family members.
Voluntary legal plans.
Voluntary pet insurance.
Employee Assistance Program with six free counseling sessions.
Career ladders, professional development, and promotion opportunities.
Free LCSW and LCPC supervision hours available in some locations.