Sr. Executive Asst. CEO

Sr. Executive Asst. CEO

Job Category:
Administrative-Clerical

Salary: $84,000 USD per year

Location:

Chicago, IL 60607, USA

Basic Function:
The Sr. Executive Assistant to the CEO provides high-level administrative and strategic support to the Chief Executive Officer. This role involves a wide range of duties, including managing calendars and schedules, coordinating executive communications, supporting board of directors' governance and activities, reporting and analysis, managing expenses, scheduling, developing presentations, ensuring smooth daily operations of the executive office, and assisting in coordinating various internal and external activities for the agency.

Work is supervised on a limited basis as needed.

Reporting Relationships:

Reports to:

Chief Executive Officer

Supervises (Position Title):
None

Executive Support:

• Manage and maintain the CEO's complex calendar, scheduling meetings, appointments, and travel arrangements.
• Prepare meeting agendas, briefing materials, presentations, and reports for internal and external meetings.
• Screen and prioritize incoming communications, including emails, phone calls, and correspondence.
• Draft, edit, and proofread letters, reports, and other communications on behalf of the CEO.
• Track action items and follow-ups to ensure timely completion.
• Transcribe, prepare, and distribute meeting minutes.
• Flexibly accommodate extended hours and after-hours support as needed, including evenings, early mornings, and occasional weekends, to meet executive and business demands.

Board and Governance Support:

• Coordinate logistics for Board of Directors and committee meetings.
• Prepare board packets, agendas, minutes, and meeting materials.
• Maintain board records and governance documentation.
• Facilitate communication between the CEO and board members.
• Periodic ad hoc travel (10%) required for board retreats and off-site meetings.

Organizational Coordination:

• Serve as a liaison between the CEO and the senior leadership team and for other administrative staff across the organization.
• Periodically support other leadership members with special projects.
• Coordinate leadership meetings, retreats, and organizational planning sessions.
• Assist with tracking strategic initiatives and organizational priorities.
• Support cross-departmental projects led by the CEO's office.
• Support preparation of speeches, presentations, and external communications.
• Coordinate meetings and events with community partners, funders, and stakeholders.
• Represent the executive office with professionalism and discretion.
• Periodically travel to other Ada sites to coordinate events or administrative activities.

Administrative Operations:

• Maintain confidential files and organizational records.
• Manage expense reports, invoices, and administrative budgets related to the executive office.
• Support special projects and initiatives as assigned by the CEO.
• Maintains confidentiality of all information and adheres to the agency's Code of Ethics.
• Reviews agency practices and procedures to determine whether improvements can be made in areas such as workflow, reporting, or expenditures.
• May periodically manage interns or other support staff.
• Occasionally provide support to the front desk, office administration & mail (Fed Ex, USPS & UPS).
• Reviews incoming correspondence and, if appropriate, independently handles the information or promptly forwards it to the CEO for review and response.
• Screens telephone calls and promptly routes to the appropriate personnel.
• Greets scheduled visitors and directs them to the appropriate area or person.
• Assembles and compiles information for reports and presentations as scheduled or requested.
• Communicates and handles internal and external communications on behalf of the CEO.
• Reviews agency practices and procedures to determine whether improvements can be made in areas such as workflow, reporting, or expenditures.
• * Performs other related duties as assigned.

* Non-essential duties

Education:

• At least two years of college studies, preferably in business or related fields or an equivalent combination of education and experience. Bachelor's degree preferred.

Experience:

• 5+ years of executive-level administrative support experience, preferably supporting C-level or senior directors/managers, is required.
• Experience in nonprofit, social services, or mission-driven organizations strongly preferred.
• Experience supporting a Board of Directors is highly desirable.

Skills &

Competencies:

• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• High level of professionalism, discretion, and confidentiality.
• Ability to manage multiple priorities and work independently.
• Strong problem-solving and critical thinking skills.
• Proficiency in Microsoft Office, Google Workspace, and virtual meeting platforms.
• Ability to organize and prioritize multiple competing tasks.
• Ability to exchange information clearly and concisely and to…