Non Profit Executive & Personal Assistant

Role Overview

The HistoryMakers is looking for a highly organized, proactive, and detail-focused Executive Assistant to support the Founder & President in a fast-paced, high-volume environment. This is a long-term executive support role for someone who genuinely enjoys working closely with senior leadership and helping them stay efficient, organized, and well-prepared.

Important: This position is strictly on-site at The HistoryMakers offices in Chicago’s South Loop. Hybrid or remote work is not available for this role.

About The HistoryMakers

The HistoryMakers is the largest African American video oral history archive in the United States. Its permanent home is at the Library of Congress, and its digital archive is widely used by schools, universities, public libraries, and researchers around the world. The organization’s online collection continues to grow in reach and importance as a resource for education, reference, and documenting the Black experience.

What You’ll Be Doing

• Managing busy, constantly changing calendars and coordinating meetings
• Arranging domestic travel and building detailed itineraries without using a travel agency
• Providing daily administrative support to the Founder & President
• Drafting correspondence, presentations, reports, meeting materials, and other administrative documents
• Handling Zoom meetings, Outlook scheduling, and executive communications
• Tracking deadlines, priorities, action items, and follow-ups
• Keeping electronic and paper records neatly organized
• Preparing for meetings and handling related logistics
• Managing sensitive information with confidentiality and professionalism
• Supporting operational and project coordination tasks as needed
• Helping with occasional personal administrative tasks when required

Qualifications and Experience

• At least 5 years of experience supporting executives or senior leaders in demanding, fast-moving environments
• Typing speed of 65–85 WPM preferred
• Strong command of Microsoft Office, especially Outlook, Word, and Excel
• Proven experience handling complex calendars and executive scheduling
• Excellent written and spoken communication skills
• Strong ability to organize work, prioritize tasks, and manage competing demands
• Background in coordinating travel logistics and detailed itineraries
• Ability to stay accurate and responsive while juggling multiple responsibilities
• Experience with FileMaker Pro or similar database tools is preferred
• Prior exposure to project coordination or operational support is an advantage
• Interest in building a long-term career in executive support rather than a short-term role

Behavior and Working Style

• Dependable, responsive, and easy to count on
• Exercises strong judgment and maintains a professional approach
• Comfortable in a high-accountability, high-touch setting
• Pays close attention to detail and follows through consistently
• Thinks ahead and anticipates what may be needed
• Stays calm under pressure and adapts quickly when priorities shift
• Acts with integrity, discretion, and trustworthiness

Compensation and Benefits

The expected salary range for this position is $60,000 to $80,000 per year, depending on experience and overall fit.

• 403(b) retirement plan
• Paid time off
• Health, dental, and vision insurance
• Tuition reimbursement
• Student loan repayment assistance

Work Location

This is a full-time, in-person role based in Chicago, IL, and must be performed from The HistoryMakers offices in the South Loop.