Board & Executive Office Coordinator

Chicago Family Health Center; Chicago (IL); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical PPO

Dental

Vision

Tuition Reimbursement

Holidays & Vacation

Sick Days

Job summary

Chicago Family Health Center seeks an organized Board & Executive Office Coordinator to support the executive leadership and board members. This role ensures smooth communication, efficient scheduling, and strong administrative support in a fast-paced setting.

Responsibilities include calendar management for the CEO and C-Suite, preparing meeting materials, taking minutes, and maintaining governance records.

Qualifications

• Associate degree required; Bachelor's preferred; equivalent combos considered.
• 3+ years administrative experience, including supporting senior executives.
• Experience supporting a board of directors or taking governance meeting minutes.

Responsibilities

• Serve as first point of contact for the executive office, handling inquiries with confidentiality.
• Manage calendars for CEO and C-Suite, coordinate meetings and events; resolve conflicts.
• Prepare meeting materials, agendas, reminders and track action items for executives.
• Take minutes and distribute follow-up items for leadership meetings.

Skills

Communication skills

Organizational skills

Time management

Discretion

Education

Associate's degree in business administration/office management

Bachelor's degree preferred

Equivalent combination of education and experience

Tools

Microsoft Office (Outlook/Word/Excel/PowerPoint)

Zoom

Microsoft Teams

RingCentral

Asana

Trello

Job description

Description

We are seeking a highly organized and proactive Board & Executive Office Coordinator to support our executive leadership team and board members. This role offers an exciting opportunity to be at the heart of our organization’s strategic operations, ensuring smooth communication, efficient scheduling, and effective administrative support. The ideal candidate will demonstrate exceptional attention to detail, strong interpersonal skills, and the ability to manage multiple priorities in a fast-paced environment.

Essential Role Functions:

Executive Support

• Serves as the first point of contact for the administration office; greets visitors, answers and routes incoming calls, emails, and inquiries professionally and confidentially, responding independently where established policy or practice applies and escalating to the appropriate executive as needed.
• Manages calendars for the Chief Executive Officer and C-Suite executives, including scheduling meetings, recurring one-on-ones, monthly meetings, and related events; confirms attendees, reserves rooms, and resolves scheduling conflicts.
• Prepares executives for meetings and check-ins by creating agendas, distributing reminders and pre-read materials, and tracking follow-up action items to completion.
• Prepares agendas, takes minutes, and distributes follow-up action items for Executive Team meetings, Executive Leadership meetings, and CFHC All Management meetings.

Board Governance Support

• Maintains the master board and committee meeting calendar and communicates meeting dates, logistics, and reminders to board members.
• Assembles and distributes board and committee meeting packets, agendas, and pre-read materials according to established timelines.

Office Operations & Records

• Monitors and orders office supplies and equipment for the executive suite; tracks inventory, processes purchase requests and invoices, and maintains vendor contact records.
• Submits and tracks service requests with Facilities and IT on behalf of the executive office and follows through to resolution.
• Maintains organized, secure electronic and physical filing systems for executive and governance records in accordance with CFHC records retention policies, including handling of data safe materials.

Chicago Family Health Centers offers benefits to all its full-time employees:

• BCBS Medical PPO Plans
• BCBS Dental
• Vision
• Tuition Reimbursement up to $1,500 per year
• 12 Paid Holidays and 10 Days of Vacation
• 10 sick days

Chicago Family Health Center is an affirmative action/equal opportunity employer who is committed to cultivating diversity, equity and inclusion within all aspects of our organizations. We stand against and prohibit discrimination in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.

Our organization values a collaborative and inclusive culture that fosters growth and innovation. We offer opportunities for professional development and a supportive work environment where your contributions make a meaningful impact.

Requirements

Education & Experience

• Associate's degree in business administration, office management, or a related field required; Bachelor's degree preferred. Equivalent combination of education and experience may be considered.
• A minimum of three (3) years of administrative experience required, including at least one (1) year supporting senior executives or a leadership team.
• Experience supporting a board of directors or taking minutes for governance or leadership meetings required.
• Experience in a healthcare, Federally Qualified Health Center, or nonprofit setting preferred.
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Zoom, Microsoft Teams, and/or RingCentral).
• Familiarity with project management or task-tracking platforms (Asana, Trello, or similar) preferred.

Certifications

• Not Applicable

Knowledge, Skills & Abilities

• Excellent verbal and written communication skills.
• Strong organizational and time-management skills with the ability to prioritize multiple tasks, anticipate needs, and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills; professional telephone and in-person etiquette.
• High attention to detail and accuracy in proofreading, data entry, and document preparation.
• Demonstrated discretion and sound judgment in handling sensitive and confidential information.
• Ability to work both independently and collaboratively with executives, board members, staff, and external partners.
• Customer-service orientation and a professional, courteous demeanor.
• Flexibility to work early mornings or evenings as needed to support board and committee meetings or executive events.
• Proficient with Microsoft Office Suite or related software.