Executive Assistant to President and CEO

Role summary

This position supports the President and Chief Executive Officer in a mission-driven environment, serving as a trusted partner who helps shape priorities, manage time effectively, and keep information moving across the organization. The role also works closely with the Chief of Staff and interacts with senior leaders, Board members, and outside stakeholders to support coordination, communication, and decision-making.

Position details

Job title: Executive Administrator to President and Chief Executive Officer

Department: Office of the President and Chief Executive Officer

FLSA status: Exempt

Reporting line: President and Chief Executive Officer

Location: Greater Chicago Area

Work setup: Hybrid, with an average of 2–3 days per week in the Chicago office and flexibility to work offsite on other days.

Work schedule: Standard full-time hours, with occasional evening and weekend work, usually shared in advance.

Key responsibilities

• Manage the CEO’s calendar as a strategic tool, making sure time is aligned to organizational priorities.
• Coordinate the CEO’s daily schedule, including meetings, calls, travel, lodging, and ground transportation.
• Prepare daily, weekly, and monthly briefings for the CEO and Chief of Staff.
• Spot conflicts early, adjust priorities, and respond to changing demands quickly.
• Ensure the CEO is fully prepared for every meeting or engagement with the right background, materials, and objectives.
• Arrange travel and related documentation so expense reports are accurate and submitted on time.
• Serve as a central point of coordination for the CEO and Chief of Staff.
• Track initiatives, deliverables, and follow-ups to support execution and accountability, using digital and AI-enabled tools where helpful.
• Handle scheduling questions and other administrative inquiries from internal and external stakeholders.
• Help create presentations and other materials for the CEO and Chief of Staff as needed.
• Process invoices and support annual budget preparation for the Office of the President and CEO.
• Communicate professionally with staff, senior executives, Board members, and external partners.
• Coordinate Board-related logistics and materials with internal teams.
• Draft and oversee high-level communications on behalf of the CEO.
• Provide backup administrative support for the Board of Directors and the Executive Committee of the Board.
• Plan and support meetings led by the CEO or Chief of Staff, including scheduling, resource booking, material preparation, printing, and minute-taking when required.
• Maintain organized digital and physical filing systems for office records and correspondence.
• Coordinate projects, programs, meetings, and events as needed.
• Keep leadership informed about organizational activity that may affect workflows or cross-team collaboration.
• Take on other duties as assigned.

Qualifications and requirements

• At least 4 years of experience in executive or administrative support for senior leadership, including 2 or more years supporting C-suite leaders in a fast-paced setting.
• Strong professional presence, along with a high level of discretion and integrity when dealing with confidential information.
• Ability to work independently, manage multiple priorities, and make sound judgments under pressure.
• Advanced Microsoft Office Suite skills.
• Background in project coordination or event management.
• Bachelor’s degree, or equivalent experience, preferred.
• Excellent organizational ability and comfort adapting quickly to shifting needs.
• Strong communication skills, both written and verbal, with good interpersonal capability.
• Ability to handle sensitive information carefully and appropriately.
• Willingness to help in other areas when needed.
• Resourceful, proactive, and able to take initiative while knowing when to seek guidance.
• Capable of working both independently and as part of a team, with close attention to detail and accuracy.

Benefits

• Medical, dental, and vision coverage
• Paid time off
• 401(k) plan
• Additional wellness benefits

Additional information

The compensation offered for this role will depend on factors such as education, years of experience, knowledge, skills, abilities, internal pay alignment, and market data. Applicants must already be authorized to work full time in the United States. Employment sponsorship will not be provided for this role, including H-1B or any other U.S. work authorization sponsorship. The organization may update job duties or responsibilities over time, with or without notice, at its sole discretion. This employer is an equal opportunity employer.

Work environment

This role is based in the Chicago office area and requires an onsite presence on some days, with the remaining schedule worked remotely from a location that supports the job’s needs. That includes reliable high-speed internet and international telephone calling capability. In-person attendance will vary based on the CEO’s and Chief of Staff’s schedules and may average several days each week.

Supervisory responsibility

None.