Executive Assistant

Job Type: Full-time, Hybrid
Location: Skokie, Illinois
Reports to: Chief Executive Officer

 About the Organization

As a mission-driven philanthropic organization, it is dedicated to advancing charitable initiatives and supporting innovative programs that create lasting social impact. This organization operates across multiple entities, including a family office, private foundation, philanthropic venture capital firm, and additional charitable entities. 

Summary

The Executive Assistant (EA) will provide direct administrative support to the Chief Executive Officer and serve as a liaison to the Board of Directors. This role requires a highly organized and adaptable professional who can manage sensitive information, oversee complex scheduling, coordinate projects, and ensure seamless operations in a fast-paced environment.

The ideal candidate will possess exceptional written and verbal communication skills, strong attention to detail, and the ability to manage competing priorities. This position involves extensive calendar management, meeting coordination, travel arrangements, and the preparation of documents and presentations.

Responsibilities

·       Provide direct administrative support to the Chief Executive Officer and assist team members as needed.

·       Act as a liaison to the Board of Directors, preparing materials and supporting board-related activities.

·       Manage a complex and dynamic executive calendar, coordinating internal and external meetings.

·       Prepare documents, reports, and presentations in support of executive and team initiatives.

·       Organize detailed travel itineraries and ensure all arrangements and confirmations are managed.

·       Anticipate deadlines, proactively identifying and meeting scheduling needs.

·       Manage correspondence, screen calls, and direct communications appropriately.

·       Draft, format, and proofread documents with attention to accuracy and detail.

·       Maintain organized electronic and physical filing systems.

·       Prepare expense reports and track reimbursements.

·       Support both independent and collaborative projects through completion.

·       Personal assistant tasks for the CEO include scheduling, errands, coordination of personal appointments, or travel

meeting with vendors, contractors, etc. as needed.

Qualifications

·       High school diploma required; associate or bachelor’s degree preferred.

·       8+ years of office administrative experience.

·       Strong knowledge of office administration procedures, systems, and tools.

·       Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, PDF).

·       Strong organizational skills with excellent attention to detail.

·       Proven ability to handle confidential information with discretion.

·       Comfortable managing multiple priorities and interruptions with ease.

·       Excellent interpersonal and communication skills.

·       Strong problem-solving skills with the ability to work both independently and collaboratively.

·       Demonstrated initiative, energy, and professional work ethic.

Compensation & Benefits

• Salary range: $90,000–$120,000, commensurate with experience
• Health, dental, vision, and life insurance
• Retirement plan with company match
• Paid time off and holidays

Equal Employment Opportunity

The organization is committed to building a diverse and inclusive workplace, providing equal employment opportunities to all individuals regardless of race, color, religion, sex, national origin, age, disability, genetic information, gender identity or expression, sexual orientation, veteran status, or any other legally protected status.

Applicants with Disabilities

Reasonable accommodations will be provided to ensure individuals with disabilities can participate in the application and interview process.

Disclaimer

This job description provides only a summary of the typical functions associated with this role and is not intended to represent an exhaustive or comprehensive list of all responsibilities, tasks, or duties. The actual responsibilities, tasks, and duties assigned may differ from those outlined, and additional duties may be assigned. Duties, responsibilities, and activities may change at any time, with or without notice. SmartHire is not legally responsible for any changes to the jobholder’s responsibilities or activities implemented by our clients that differ from those described herein.

SmartHire is posting this position on behalf of our client, and the salary range provided is determined by the client. Actual compensation offered will depend on various factors determined by the hiring organization, including candidate qualifications, experience, skills, geographic location, and internal equity considerations. SmartHire is not legally responsible for any changes in salary, benefits, or bonuses made by our clients.