Executive Assistant

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Beacon Hill has partnered with a growing non-profit in Chicago in hiring an Executive Assistant to start immediately. Our client is seeking a highly organized, proactive Executive Assistant to provide comprehensive support to the President and serve as a trusted partner in managing daily operations, communications, and strategic priorities. This role is ideal for a polished professional who thrives in a fast-paced nonprofit environment and enjoys balancing executive support, board relations, event coordination, and administrative leadership.

Responsibilities

• Manage the President’s complex and frequently changing calendar, including scheduling meetings, appointments, and events
• Coordinate domestic and occasional international travel arrangements, including flights, hotels, transportation, and itineraries
• Prepare and submit expense reports and reimbursement requests
• Serve as the primary point of contact for internal and external stakeholders on behalf of the President
• Screen calls, emails, and correspondence, prioritizing requests and ensuring timely follow-up
• Prepare meeting agendas, presentations, reports, and other executive-level materials
• Take meeting notes, track action items, and ensure follow-up on key initiatives
• Coordinate Board of Directors meetings, committee meetings, and related communications
• Prepare and distribute board packets and meeting materials
• Maintain confidential files, records, and sensitive organizational information
• Assist with planning and execution of fundraising events, donor meetings, and community engagement activities
• Coordinate logistics for executive meetings, staff events, and organizational functions
• Draft and edit professional correspondence, announcements, and presentations
• Manage special projects and initiatives as assigned by the President
• Build strong working relationships with donors, board members, community leaders, and staff
• Monitor deadlines and help ensure strategic priorities remain on track
• Maintain electronic and physical filing systems
• Order office supplies and coordinate vendor services as needed

Requirements

• Bachelor’s degree preferred
• 5+ years of Executive Assistant experience supporting senior executives, preferably within a nonprofit, association, healthcare, education, or mission-driven organization
• Demonstrated experience managing complex executive calendars
• Experience coordinating travel and preparing expense reports
• Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
• Excellent written and verbal communication skills
• Exceptional organizational and project management abilities
• Ability to manage multiple priorities and deadlines simultaneously
• High level of professionalism, discretion, and confidentiality
• Strong attention to detail and problem-solving skills
• Ability to interact effectively with executives, board members, donors, and external stakeholders
• Self-motivated with the ability to work independently and anticipate needs

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