Executive Operations Assistant to the CEO

Marillac St.Vincent Family Services Inc•Chicago, IL

10h

About The Position

The Executive Operations Assistant to the CEO serves as a trusted strategic partner to the Chief Executive Officer, supporting not only executive operations but also playing a critical role in donor relations, fundraising campaign coordination, and CEO-led strategic initiatives. This role functions at the intersection of executive leadership, development strategy, and organizational project management, ensuring that the CEO’s time, relationships, and priorities are aligned to advance Marillac St. Vincent Family Services’ mission and long-term sustainability. In preparation for a multi-year fundraising campaign, this position acts as a primary coordination hub for CEO-led donor engagement, working closely with the Development Team while maintaining the highest standards of professionalism, discretion, and relational intelligence. In preparation for a multi-year fundraising campaign, this position acts as a primary coordination hub for CEO-led donor engagement, working closely with the Development Team while maintaining the highest standards of professionalism, discretion, relational intelligence, and ethical judgment. This role requires sound judgment, political acumen, and the ability to operate effectively in high-stakes, relationship-driven environments involving senior leadership, board members, and major donors.

Requirements

Bachelor’s degree required.
5–7 years of relevant executive support or development experience.
Fluency in Raiser’s Edge required (or other CRM).
Familiarity with Smart Sheets (or other project management tools)
Exceptional organizational, communication, and project management skills.
High degree of discretion, professionalism, and ethical judgement.
Demonstrated ability to navigate complex organizational dynamics with sound judgment and emotional intelligence.
Comfort working with senior leaders, board members, and high-net-worth individuals in confidential settings.
The applicant must submit to a criminal background check and adult abuse and neglect screening and maintain a cleared status throughout employment.
The applicant must submit MMR, Tdap and pass a TB and immunization health screen upon hire and update TB/physicals as required by the licensing standards.

Nice To Haves

Bachelor’s degree required in Communications, Public Relations, Nonprofit Management, Social Work, Public Administration, Marketing, Community Development, or a related field.
Master’s degree preferred (e.g., MPA, MSW, MA in Nonprofit Management, Communications, Public Policy, or a related discipline).
Minimum of 7–10 years of progressive leadership experience in external affairs, community engagement, volunteer management, public relations, development, or nonprofit leadership.
Demonstrated experience building and sustaining community partnerships, coalitions, and cross-sector collaborations.
Proven experience leading volunteer programs, including recruitment, training, supervision, recognition, and program evaluation.
Experience working within social services or community-based organizations serving diverse and vulnerable populations.
Experience collaborating with executive leadership, program leaders, and external stakeholders.

Responsibilities

Serve as the primary point of contact between the CEO and internal and external stakeholders.
Manage the CEO’s calendar, priorities, and meeting flow with a strategic lens toward donor and campaign objectives.
Coordinate meetings with external partners, funders, and community stakeholders.
Handle high-level correspondence, briefing materials, and follow-up on behalf of the CEO.
Manage CEO expense reporting and confidential records.
Anticipate CEO needs and proactively manage information, materials, and logistics.
Exercise discretion in representing the CEO’s office, escalating sensitive matters appropriately while ensuring timely communication and follow-through.
Serve as a Donor Liaison to key individual, foundation, and institutional donors connected to the CEO.
Partner closely with the Chief Development Officer and Development Team to:
Coordinate donor meetings involving the CEO
Prepare donor briefing materials and follow-up communications
Track donor engagement activity and next steps
Maintain accurate, timely moves management records in Raiser’s Edge, ensuring donor interactions, strategies, and outcomes are documented.
Act as a steward of donor relationships, ensuring consistent, thoughtful, and professional engagement aligned with MSV values.
Support cultivation, solicitation, and stewardship activities connected to the CEO’s donor portfolio.
This role does not carry an independent fundraising portfolio, but supports execution, coordination, and documentation of the CEO’s donor engagement strategy in partnership with the Chief Development Officer.
Serve as a central coordination point for the CEO’s role in a multi-year fundraising campaign.
Manage and track CEO involvement in:
Campaign-related donor meetings
Campaign events and briefings
Major gift proposals and presentations
Coordinate across Development, Finance, Programs, and Communications to ensure CEO-facing campaign deliverables are aligned and on schedule.
Prepare timelines, task lists, and briefing documents to support effective campaign execution.
Ensure follow-through on commitments made by or on behalf of the CEO.
Serve as liaison between the CEO and Board of Trustees and Committee Chairs.
Coordinate Board and Committee meetings, materials, minutes, and resolutions.
Maintain official board records and governance documents.
Support preparation for and execution of the Annual Board Meeting.
Ensure board communications and materials reflect accuracy, confidentiality, and alignment with organizational governance standards.
Manage and coordinate key CEO-led strategic initiatives and cross-functional projects.
Track milestones, risks, and deliverables related to enterprise priorities.
Collaborate with Senior Leadership Team members to advance project goals.
Prepare regular status updates and decision briefs for the CEO.
Utilize project management tools and systems to support execution.
Authorized to coordinate meetings, communications, and follow-up on behalf of the CEO.
Authorized to communicate timelines, next steps, and deliverables as directed by the CEO.
Escalates donor, board, campaign, or organizational risks directly to the CEO and/or Chief Development Officer as appropriate.
AdherestoallpoliciesandproceduresasoutlinedintheMarillacSt.VincentEmployeeHandbook.
Participatesinsupervision,coachingandstaffmeetingsasrequiredbydepartment.
Attends required professional development and trainings.
Perform other duties as assigned