Executive Assistant

Beacon Hill; Chicago (IL); On-site; USD 65,000 - 90,000; Full time

Job summary

Beacon Hill has partnered with a growing nonprofit in Chicago to hire an Executive Assistant to start immediately. The role provides comprehensive support to the President, balancing executive support, board relations, event coordination, and administrative leadership.

The ideal candidate is highly organized, proactive, and thrives in a fast-paced nonprofit environment, managing daily operations and strategic priorities.

Qualifications

• 5+ years of Executive Assistant experience supporting senior executives.
• Bachelor's degree preferred; nonprofit/mission-driven experience a plus.
• Proven calendar management, travel coordination, and expense reporting.

Responsibilities

• Manage President's calendar with frequent changes and events.
• Coordinate domestic and international travel arrangements and itineraries.
• Prepare expense reports and reimbursements.
• Serve as primary contact for stakeholders for the President.
• Screen calls and emails, prioritizing urgent requests.

Skills

Calendar management

Travel planning

Communication skills

Organization

Discretion & confidentiality

Education

Bachelor's degree

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Job description

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
  

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents:

Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Benefits Information:

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.