Executive Assistant

A SAFE HAVEN LLC•Chicago, IL

6d•$65,000 - $80,000•Onsite

About The Position

The Executive Assistant (EA) is a critical partner to the President, providing high-level administrative, organizational, and governance support to ensure smooth operations across a large nonprofit organization and a growing for-profit business. This role requires exceptional organizational skills, proactive problem-solving, and the ability to bring structure and clarity to a fast-paced, often unpredictable environment. The EA will manage complex calendars, coordinate board governance, support donor and stakeholder engagement, and ensure the President is prepared for all commitments. This position is on-site, five days a week and offers excellent benefits. The ideal candidate thrives in a mission-driven environment, is highly adaptable, and can anticipate needs to keep a dynamic leader focused and effective.

Requirements

Exceptional organizational skills
Proactive problem-solving
Ability to bring structure and clarity to a fast-paced, often unpredictable environment
Adaptable
Anticipate needs

Responsibilities

Manage the President’s calendar, including scheduling meetings, events, and other responsibilities.
Prepare meeting briefings, talking points, and background research for all meetings and engagements.
Maintain organization, take meeting minutes, and follow up with and prioritize action items
Serve as a professional liaison to internal teams and external stakeholders.
Anticipate needs and proactively resolve issues to maintain steady executive workflow.
Coordinate all administrative aspects of board governance, including scheduling, agendas, communications, and follow-up tasks.
Maintain electronic access to board materials, reports, and governance documentation.
Prepare board presentations and ensure the President is fully equipped for all governance responsibilities.
Schedule donor meetings, site tours, and stewardship activities in collaboration with the Development team.
Draft donor correspondence and ensure timely follow-up to strengthen relationships.
Share updated donor profiles and briefing packets with the President/CEO.
Draft and proofread executive-level communications, including letters, emails, and public remarks.
Assist with speeches and talking points for events and appearances.
Track reporting cycles, grant deadlines, and internal priorities requiring executive action.
Coordinate communication across departments to ensure alignment on timelines and deliverables.
Prepare reports, presentations, and executive-level documents with strict confidentiality.
Process executive expenses and administrative paperwork.
Monitor and prioritize executive email communications, flagging urgent items.
Maintain systems for tracking deadlines, commitments, and follow-up tasks.
Provide high-level support at donor events, board meetings, and special engagements.