Executive Administrative Assistant

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Executives Full Time Professional Chicago, IL, US

3 days ago Requisition

Salary: $71,768.44 Annually

The Executive Administrative Assistant provides high-level administrative, operational, and governance support to the President/Chief Executive Officer and Chief Operating Officer. This position serves as a trusted partner in managing executive priorities, coordinating strategic initiatives, facilitating communication across the organization, and ensuring the efficient operation of the Executive Office. The Executive Administrative Assistant also serves as the primary liaison to the Board of Directors and Board Committees, supporting governance activities, maintaining official records, coordinating meetings, and ensuring timely preparation and distribution of materials.

In addition to providing executive support, this role assists with organizational planning, project coordination, executive reporting, and the monitoring of key initiatives to support effective decision-making and organizational accountability.

Include the following, other duties as assigned:

• Nurtures positive and collaborative working relationships with other agency staff as well as outside providers.
• Implements the agency mission, philosophy, and core values to direct daily work and decision‑making; adheres to agency policy.
• Cultivates a professional and respectful work environment.
• To be actively involved and knowledgeable of the agency’s Performance Quality Improvement process.
• Approves time sheets and ensures compliance with agency and funder guidelines; accountable for daily activities within the allowable activities approved by the agency.

Includes the following, and performs other duties as assigned:

The Executive Administrative Assistant manages complex executive calendars, schedules meetings and events, coordinates travel arrangements as needed, and supports the President/CEO and COO in managing competing priorities and organizational commitments. This position serves as a key point of contact for executive communications, exercising sound judgment in handling confidential and sensitive information. The position prepares, drafts, edits, formats, and distributes executive correspondence, reports, presentations, policies, agreements, meeting materials, and other organizational documents.

Coordinates the review and execution of contracts, service agreements, and official organizational records while ensuring appropriate approvals, signatures, and record retention practices are maintained.

The role serves as a central coordinator for executive meetings, leadership team meetings, cross‑functional initiatives, and special projects. The position tracks key decisions, monitors follow‑up actions, facilitates communication among stakeholders, and helps ensure organizational priorities remain on schedule. Anticipates executive needs, proactively identifies administrative and operational challenges, and works collaboratively with leadership to support effective problem‑solving and decision‑making.

The Executive Administrative Assistant serves as the primary administrative liaison to the Board of Directors and Board Committees. This includes coordinating board and committee meetings, preparing agendas and meeting materials, maintaining official board records, documenting meeting minutes, and ensuring compliance with governance requirements, bylaws, and organizational policies. Partners with executive…