A boutique non-profit firm dedicated to promoting education is hiring an Executive Assistant. You will provide high-level administrative support, handling confidential tasks independently. Responsibilities include managing communications, scheduling, travel arrangements, and visitor coordination. Strong communication and interpersonal skills are essential for interacting with internal and external contacts.
The Executive Assistant must exercise sound judgment in managing daily executive interactions and may represent the executive in meetings. Maintaining confidentiality and stakeholder trust is critical.
Responsibilities
- Assists the President with daily administrative duties and completes a variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence, arranging complex and detailed travel itineraries and agendas, and compiling documents for meetings.
- Communicates directly and on behalf of the President with Board members, donors, foundation staff, and others on matters related to programmatic initiatives as directed.
- Prepares and coordinates oral and written communication with donors and prospects.
- Supports the President with external commitments related to the organization, including service on external boards, committees, and other groups.
- Assists, as needed, front desk operations including answering phones, accepting packages and other deliveries, lunchtime relief, and greeting and signing in visitors/guests.
- Uses keen judgement, interacts with other leaders to gather information requested by executive.
- Manages telephone communications for assigned executives and other team members as needed, in a professional manner.
- Manages written communication and correspondence and filters in order of urgency or importance.
- Acts as a point of contact between executives and guests/clients.
- Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting discussions.
- Acts as an extension of the executive office in presence, example, and interactions with clients and employees.
- Manages the administrative execution of team meetings and events.
- Assists executives in meeting commitments and anticipating the needs of key stakeholders.
- Performs other duties as assigned.
Ideal Experience
- 5+ years providing support for upper-level management.
- Experience in a non-profit, family office, or association a plus.
- Excellent written and verbal communication skills.
- Strong time management and ability to handle pressure effectively.
- Skilled in team collaboration and cross-functional coordination.
- Highly organized, able to manage multiple priorities while maintaining attention to detail.
- Adaptable and self-sufficient in fast-paced work environments.
- Tech-savvy, with advanced proficiency in Microsoft Office Suite.
The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary/Project jobs. We specialize in Executive Assistant, Administrative Assistant, Personal Assistant, Chief of Staff, Office Manager, Receptionist, General Office, General Labor, Event Support, Project Management, and Customer Service.