Executive Assistant to the President & CEO

Executive Assistant to the President & CEO

Reporting to the President & Chief Executive Officer, the Executive Assistant provides comprehensive administrative and operational support to the CEO and serves as a key partner in advancing organizational priorities. The position manages the CEO's schedule, communications, meetings, travel, and follow-through on strategic commitments while ensuring the Executive Office operates efficiently. The Executive Assistant also coordinates the Executive Leadership Team's (ELT) activities and operating cadence, supports Board and governance functions, and facilitates communication and engagement with internal and external stakeholders. This role requires exceptional discretion, sound judgment, organizational excellence, and the ability to effectively manage competing priorities in a complex, multi-state human services organization.

Essential Duties and Responsibilities

Executive Support

• Manage the CEO's calendar, travel, meetings, correspondence, and administrative priorities.
• Coordinate and prepare agendas, briefing materials, presentations, reports, and executive communications.
• Monitor and track key commitments, deadlines, decisions, and follow-up actions on behalf of the CEO.
• Evaluate and prioritize requests for the CEO's time and attention, ensuring matters are appropriately addressed or delegated.
• Handle confidential and sensitive information with the highest degree of discretion and professionalism.

Executive Leadership Team Coordination

• Coordinate the Executive Leadership Team's meeting schedule, annual planning calendar, and related activities.
• Facilitate agenda development, meeting preparation, documentation, and follow-up.
• Maintain records of key discussions, decisions, action items, and organizational commitments.
• Support leadership retreats, strategic planning sessions, and other executive meetings.

Board & Governance Support

• Coordinate logistics, scheduling, communications, and materials for Board and committee meetings involving the CEO.
• Support the preparation and distribution of governance-related materials, including meeting agendas, minutes, and supporting documentation.
• Track and monitor CEO commitments arising from Board and committee activities.
• Ensure the confidentiality and integrity of governance-related information and records.

Stakeholder Relations & Advancement Support

• Serve as a professional liaison between the Executive Office and internal and external stakeholders, including Board members, donors, funders, government officials, community partners, and organizational leaders.
• Coordinate meetings, communications, and follow-up activities involving the CEO.
• Support fundraising, donor engagement, advocacy, public affairs, and partnership initiatives involving the CEO.
• Facilitate preparation and follow-through related to stakeholder meetings, events, and strategic engagements.

Executive Office Administration & Special Projects

• Maintain organized systems, records, and processes that support Executive Office operations.
• Conduct research and prepare briefing materials, reports, and executive summaries.
• Coordinate special projects, leadership initiatives, conferences, and organizational events as assigned.
• Identify and implement improvements that enhance efficiency, communication, and administrative effectiveness.
• Perform other related duties as assigned

Note: This list of essential functions is not exhaustive. Duties and responsibilities may change at any time with or without notice.

Qualifications

Education

• Bachelor’s degree in business, communication, organizational leadership, or a related field preferred.

• An equivalent combination of education and relevant executive support experience may be considered.

Experience

• Minimum of five years of progressively responsible administrative or executive-support experience.

• At least three years supporting a CEO, President, C-suite executive, or other senior organizational leader strongly preferred.

• Demonstrated experience managing complex executive calendars, senior-level meetings, meeting materials, notes, and action-item follow-up.

• Experience handling confidential and sensitive information and coordinating work across multiple senior leaders or departments.

• Experience supporting a Board of Directors or Board committees preferred.

• Experience in nonprofit human services, healthcare, education, child welfare, or another complex, regulated organization preferred.

Certifications/Licensure

• N/A

Other Requirements

• Ability to occasionally work outside normal business hours based on CEO, Board, or organizational needs.

• Ability to travel periodically for Board meetings, leadership meetings, conferences, or organizational events as required.

Required Skills

• Exceptional organizational, planning, and project-management abilities.
• Superior written and verbal communication skills.
• Demonstrated judgment, discretion, and ability to manage highly confidential information.
• Ability to anticipate needs, manage competing priorities, and ensure timely follow-through.
• Strong interpersonal and relationship-management skills with executives, Board members, and external stakeholders.
• Advanced proficiency with Microsoft 365 and other business productivity technologies.
• High degree of professionalism, accuracy, accountability, and attention to detail.

We Invest in You!

• Tuition assistance up to $2500 per fiscal year
• Up to 4 weeks paid Vacation Days, up to 6 paid Personal Days, 1 paid Mental Health Day, and up to 5 paid Sick days annually
• Medical, dental, vision, 403 (b) retirement, flexible spending accounts, health savings account, dependent care, commuter and transit
• Agency-paid Life&ADD insurance up to $50K based on salary and short-term disability
• Agency-paid long-term after 1 year of employment
• Voluntary Supplemental Life&ADD, Critical Illness, Accident, and Hospital for Employee, Spouse, and Child(ren)
• Voluntary Legal Plans
• Voluntary Pet Insurance
• Employee Assistance Program with 6 free counseling sessions
• Career ladders, professional development, and promotion opportunities
• Free LCSW and LCPC Supervision hours available in some locations

A Different Kind of Employer: One Hope United is strong and ready to grow. Are you ready to grow with us?

• 800+ talented professionals strong, serving 10,000 children and families in Illinois and Florida
• Fiscally stable, $70 Million agency-- strong since 1895
• Energetic leadership and a rich community of support

One Hope United does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by law. One Hope United is an Equal Opportunity Employer and a Drug-Free Workplace. OHU participates in E-Verify.