Executive Assistant

Description

Serve as a key point of contact between the Chief Program Officer (CPO) and internal/external stakeholders.

• Manage and coordinate all aspects of the CPO’s calendar, including meeting planning and scheduling appointments and coordinating travel arrangements including communication of details, preparation of materials and monitoring RSVP’s and inquiries.

• Screen and prioritize incoming emails, phone calls, and meeting requests for the CPO.

• Attend meetings as requested to take notes, prepare summaries and action items.

• Assist with the coordination and tracking of departmental projects, deadlines, and deliverables.

• Compile and organize materials for program meetings, grant proposals, and reports.

• Support planning and logistics for team retreats, program events, and stakeholder meetings.

• Track and process expense reports, invoices, purchase orders, and credit card coding related to the CPO’s office.

• Proofread, finalize, and draft correspondence, memos, PowerPoint presentations, and other documents on behalf of the CPO.

• Undertake special administrative, programmatic, or research projects as assigned.

• Act as the primary communication liaison for the CPO.

Requirements

• Associate’s or Bachelor’s degree preferred.

• Minimum of 3 years of administrative experience supporting executives required.

• Strong organizational and time management skills, exceptional attention to detail, and the ability to thrive in a fast-paced, deadline-driven environment with a high tolerance for ambiguity.

• Excellent written and verbal communication skills.

• Proven skills in meeting documentation, project planning and management, multitasking, organization, team collaboration, initiative, and follow-through.

• Experience managing relationships with individuals and organizations preferred.

• Demonstrated commitment to diversity, equity, and inclusion.

• Ability to learn quickly, accurately relay information, and maintain strict confidentiality.

• Strong analytical and problem-solving abilities.

• Must be dependable, ethical, and conduct oneself with professionalism and integrity.

• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (e.g., Zoom, Teams, Google Workspace).

• Experience in nonprofit, philanthropic, or mission-driven organizations preferred.

• Flexibility required for occasional early mornings, evenings, and weekend work.

Part-time Benefits

· 403b Retirement Plan

· 403b Employer Match

· IL Paid Leave for All or Chicago Paid Leave

· Vision Insurance

· EAP