Executive Assistant

Newberry Library; Alaska; On-site; USD 52,000 - 78,000; Full time

Job summary

Newberry Library in Chicago seeks an Executive Assistant to provide administrative, operational, and project support to senior leadership. The role manages calendars, meetings, and communications, coordinating across divisions to advance priorities.

Reporting to the VP for Finance and Administration, with cross‑functional exposure, you will handle invoices, edits of reports and presentations, prepare materials, and contribute to special projects.

Qualifications

• Bachelor's degree required.
• 3–4 years of professional experience.
• Strong writing and editing skills.
• Experience with Raiser's Edge or another CRM preferred.
• Experience with Microsoft Office/Outlook preferred.
• Non-profit experience a plus.

Responsibilities

• Manage complex calendars, schedule meetings and events.
• Coordinate logistics for meetings and travel as needed.
• Serve as a point of contact for routine inquiries and communications.
• Assist with preparation and editing of correspondence, reports, and presentations.
• Process invoices and reimbursements.
• Support operational activities and special projects.
• Gather information and compile materials for reporting.
• Support collection loans and acquisitions reporting across divisions.
• Participate in cross‑departmental committees and initiatives.

Skills

Strong writing & editing

Excellent organizational skills

Interpersonal skills

Communication with stakeholders

Discretion & judgment

Education

Bachelor's degree

Tools

Raiser's Edge

Microsoft Office/Outlook

Job description

Executive Assistant

2026-08-27 Newberry Library all cities,AK

Description:

Executive Assistant

The Executive Assistant provides administrative, operational, and project support to senior leadership to advance divisional priorities and ensure effective day-to-day operations. Reporting to the Vice President for Finance and Administration, with support responsibilities to designated Vice Presidents within the Newberry, this position coordinates schedules, meetings, communications, and administrative activities across multiple divisions. The Executive Assistant exercises professionalism, sound judgment, discretion, and initiative while supporting a broad range of responsibilities in a collaborative environment.

Responsibilities include managing complex calendars, scheduling meetings and events, coordinating logistics for meetings, serving as a point of contact for routine inquiries and communications, assisting with the preparation and editing of correspondence, reports, presentations, and other materials, processing invoices and reimbursements, supporting operational activities, assisting with special projects and administrative initiatives, gathering information and compiling materials, supporting administrative activities related to collection loans and acquisitions reporting, participating in cross-departmental committees and collaborative initiatives, and performing other duties and special assignments as required.

Qualifications include a bachelor's degree, 3-4 years of professional experience, strong writing and editing skills, the ability to communicate verbally with internal and external stakeholders, demonstrated ability to exercise independent judgment, meet deadlines and manage several projects simultaneously, excellent organization skills with keen attention to detail, highest standards of professionalism, including tact, discretion, confidentiality, and excellent interpersonal skills, strong computer skills, experience with Raiser's Edge or another CRM software preferred, experience with Microsoft Office/Outlook suite preferred, and previous experience in a non-profit setting a plus.

This is a full-time, exempt position, working 35 hours per week. While normal working hours are generally from 9:00 AM-5:00 PM, Monday through Friday, incumbent will need to work outside these hours, as needed, to accomplish goals and may adjust schedule accordingly with supervisor's permission. Remote work may be available in accordance with Library policy; however, the position requires regular onsite presence to support the needs of the role and the department.

The Newberry Library is an equal opportunity employer.