Job Description

Executive Assistant to the CEO

Chicago, IL

On-site

Position Overview

Be a part of a nonprofit organization dedicated to providing exceptional early education programs that foster school readiness, support parents, and strengthen community engagement. As Executive Assistant to the CEO, you will act as the key point of contact for both internal and external stakeholders on all matters related to the Office of the CEO. You will also serve as a liaison to the board of directors and senior leadership, coordinate executive outreach and external relations, and manage special projects as needed.

Responsibilities

• Provide comprehensive administrative support to the CEO, including calendar management, expense reporting, confidential correspondence, travel coordination, and preparation of meeting materials
• Organize and manage the CEO’s schedule, ensuring priorities are respected and access is strategically managed. Serve as both gatekeeper and facilitator to maximize the CEO’s effectiveness
• Act as a key point of contact on behalf of the CEO, communicating with board members, donors, staff, and external partners on program-related matters
• Assess, prioritize, and respond to incoming issues, including sensitive or confidential concerns, determining the appropriate course of action or referral
• Serve as a communication conduit between the CEO’s office and internal departments, promoting trust and alignment with senior leadership
• Work proactively with the CEO to keep her informed of commitments, emerging issues, and organizational developments
• Lead relationship-building initiatives and oversee special projects with potential impact across the organization
• Draft and edit correspondence, including acknowledgments and personal communications, to support the CEO’s leadership efforts
• Manage competing priorities and handle urgent tasks with a sense of urgency, sound judgment, and follow-through
• Act as the CEO’s administrative liaison to the board of directors, upholding discretion and confidentiality in all interactions
• Ensure compliance with governance protocols, including the timely distribution of board materials in both digital and print formats
• Collaborate with the Executive Team on meeting scheduling, agenda setting, and regular participation in key meetings
• Coordinate logistics for senior leadership off-sites, all-staff meetings, and cross-functional travel and outreach efforts
• Maintain up-to-date CEO materials, including bios and organizational information, and manage external requests
• Prepare and edit first drafts of communications for external stakeholders, ensuring clarity and consistency in messaging
• Follow up on strategic connections made by the CEO and support the cultivation of key relationships
• Create and refine donor acknowledgment letters and other executive communications

Qualifications

• Bachelor’s degree required
• 5+ years of experience supporting C-level executives, preferably within a nonprofit environment
• Strong background and interest in communications, partnership development, and fundraising
• Proficiency in Microsoft Office, Adobe Acrobat, and social media platforms
• Exceptional written, verbal, and presentation skills
• Proven ability to maintain confidentiality and handle sensitive information with discretion
• Strong interpersonal skills and the ability to build relationships across all levels, including staff, board members, partners, and donors
• Demonstrated experience working collaboratively with internal and external stakeholders, including consultants, regulators, and founders
• Highly organized with the ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Strategic thinker with a logical and methodical approach to problem-solving and decision-making
• Proactive, flexible, and emotionally mature; thrives under pressure and adapts to changing demands
• Effective both independently and as a collaborative team member
• Commitment to continuous professional development
• Able to supervise and coordinate the work of others when needed
• Comfortable giving and receiving feedback and maintaining a high level of service and professionalism
• Regularly required to talk, hear, see, sit, stand, walk, bend, reach, and use hands
• Occasional lifting or moving of items up to 30 lbs
• Close vision required; frequent keyboarding
• May work over 40 hours/week during peak times
• Travel between sites, to trainings, or for errands may be required
• Must be willing to work across multiple agency locations
• Work environment includes both office and classroom settings with moderate to high noise levels

Compensation

• Salary: $75,000 - $85,000
• Medical, Vision, and Dental Insurance
• Life Insurance
• Short- and Long- term Disability Insurance
• 403b Retirement Plan
• Paid Time Off
• Paid Holidays
• Mileage Reimbursement
• Staff Development

Career Blazers Nonprofit Search maintains a broad focus so that your search can be thorough, and inclusive of all relevant options. We carefully consider your desired outcome, skills, and experience. The professionals at Career Blazers Nonprofit Search maintain your confidentiality and will not send your resume to a client without your approval.

Career Blazers is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, national origin, disability, or protected veteran status.

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