Executive Assistant

Nourishing Hope•Chicago, IL

15d•$65,000 - $70,000•Hybrid

About The Position

The Executive Assistant's (EA) primary function is to support the work of the Chief Executive Officer (CEO) by performing complex duties in a highly responsible and confidential manner. The role requires the use of independent judgment, discretion, and a high degree of professionalism to prioritize work, support organizational operations, and facilitate effective decision-making. The EA will also provide administrative support for the senior leadership team and Board of Directors as needed, including, but not limited to, managing schedules, coordinating meetings and events, preparing materials, supporting organizational operations, and assisting with special projects and culture initiatives.

Requirements

High school diploma or GED required.
Minimum of 3 years of experience in executive administrative support
Demonstrated ability to support a highly engaged CEO and senior leadership team
Ability to manage sensitive information with discretion and professionalism
Strong interpersonal skills with the ability to interface effectively with staff, leadership, board members, donors, and external stakeholders
Ability to thrive in a detail-oriented, deadline-driven environment
Willingness to work flexible hours as needed
Understanding of, and commitment to, food security and a mission-driven organization

Nice To Haves

College degree or some college
Bilingual Spanish

Responsibilities

Ensure effective execution of the CEO’s schedule including appointments, conference calls, meetings and travel.
Schedule meetings and events, effectively prioritizing and coordinating the CEO’s calendar.
Prepare information and materials – ensuring that all pertinent information is gathered and readily available – prior to CEO’s meetings, donor meetings and other internal and external events.
Monitor and prioritize correspondence for the CEO including follow up communication with partners and donors.
Conduct interactions with staff and other stakeholders in a positive, professional, manner.
Attend and provide administrative support for Senior Leadership Team meetings and retreats.
Exercise judgment in determining priorities, organizing work, and appropriate follow-up.
Serve as the administrative liaison to the Board of Directors including:
Manage the scheduling of board meetings, committee meetings, and individual board member meetings.
Coordinate the preparation and distribution of agendas and meeting packets for board of director meetings.
Attend all board meetings and maintain records of proceedings, votes, etc.
Manage all meeting logistics including Zoom and/or in person meeting logistics.
Apply discretion when handling confidential board materials and communications.
Support day-to-day organizational operations through effective coordination, communication, and administrative judgment.
Coordinate and manage all meeting logistics for the CEO, Senior Leadership & Leadership Team meetings, and All-Staff meetings, including scheduling, preparing agendas, and facilitating conference calls and presentation technology.
Take and distribute meeting minutes and action items, arrange meeting rooms and space set-up/tear-down, and order and manage meals for on- and offsite meetings.
Carry out administrative duties, such as ordering supplies and materials, organizing receipts for reimbursement, and submitting invoices for payment.
Prepare, proofread and format presentations.
Serve as a lead partner to the Culture Club by planning, coordinating, and implementing initiatives that strengthen organizational culture and employee engagement.
Undertake and assist with special projects as requested.
Provide occasional back-up front-desk relief.