Executive Assistant

Socket.dev; Chicago (IL); Hybrid; USD 60,000 - 85,000; Full time

Job summary

The Newberry Library in the United States is seeking an Executive Assistant to provide administrative, operational, and project support to senior leadership and divisional staff. This role coordinates schedules, meetings, communications, and materials, maintaining confidentiality and professionalism in a collaborative, nonprofit library setting.

The Executive Assistant reports to the Vice President for Finance and Administration, supports multiple divisions, and may assist with special projects

Qualifications

• Bachelor’s degree required.
• 3-4 years of professional experience required, administrative experience preferred.
• Strong writing and editing skills, as well as 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 for interacting with staff, trustees, and executives.
• Strong computer skills; experience with Raiser’s Edge or another CRM software preferred; experience with Microsoft Office/Outlook suite preferred.
• Previous experience in a non-profit setting a plus.

Responsibilities

• Manage complex calendars, schedule meetings and events, coordinate room reservations, and resolve scheduling conflicts.
• Coordinate logistics for meetings, committees, and special events, including agendas, materials, catering, room arrangements, virtual participation, and taking minutes.
• Serve as a point of contact for routine inquiries and communications, interacting professionally and confidentially with staff, vendors, visitors, and other stakeholders.
• Assist with the preparation, editing, and coordination of correspondence, reports, presentations, and other materials on behalf of divisional leadership.
• Process invoices, reimbursements, credit card reconciliations, and other administrative transactions in accordance with Library policies and procedures.
• Support operational activities including vendor coordination, insurance administration, contract processing, procurement of supplies and services, and maintenance of departmental records.
• Assist with special projects and administrative initiatives by gathering information, organizing materials, and tracking project-related tasks.
• Gather information, compile materials, perform basic research, and utilize spreadsheets, databases, and Library systems to support administrative and operational activities.
• Support administrative activities related to collection loans, acquisitions reporting, and other Collections and Library Services initiatives as assigned.
• Participate in cross-departmental committees and collaborative initiatives as assigned.
• Perform other duties and special assignments as required to support the objectives of the Vice Presidents and the Library.

Skills

Calendar management

Communication

Organizational skills

Discretion

CRM software

Microsoft Office

Education

Bachelor's degree

Tools

Raiser’s Edge

CRM software

Microsoft Office/Outlook

Job description

To be considered for this role, applicants must be authorized to work in the United States without sponsorship. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable to apply for a job on this site as a result of your disability. You can request reasonable accommodations by email.

ABOUT THE NEWBERRY: The Newberry collection—some 1.6 million books, 600,000 maps, and 5 million manuscript pages is a portal to more than six centuries of human history, from the Middle Ages to the present. We connect researchers and visitors with our collection in the Newberry’s reading rooms, exhibition galleries, program spaces, classrooms, and online digital resources.
Since its founding in 1887, the Newberry has remained dedicated to deepening our collective understanding of ourselves and the world around us. As individuals engage with Newberry collections and staff, they discover stories that bridge the past and present and illuminate the human condition.
The Newberry’s community of discovery is driven by a shared commitment to promoting research, inspiring learning, and using inquiry across the humanities as a tool to engage critically in a vibrant democratic society.

TITLE

Executive Assistant

DEPARTMENT

Finance and Administration

SUMMARY

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

• Manage complex calendars, schedule meetings and events, coordinate room reservations, and resolve scheduling conflicts;
• Coordinate logistics for meetings, committees, and special events, including agendas, materials, catering, room arrangements, virtual participation, and taking minutes;
• Serve as a point of contact for routine inquiries and communications, interacting professionally and confidentially with staff, vendors, visitors, and other stakeholders;
• Assist with the preparation, editing, and coordination of correspondence, reports, presentations, and other materials on behalf of divisional leadership;
• Process invoices, reimbursements, credit card reconciliations, and other administrative transactions in accordance with Library policies and procedures;
• Support operational activities including vendor coordination, insurance administration, contract processing, procurement of supplies and services, and maintenance of departmental records;
• Assist with special projects and administrative initiatives by gathering information, organizing materials, and tracking project-related tasks;
• Gather information, compile materials, perform basic research, and utilize spreadsheets, databases, and Library systems to support administrative and operational activities;
• Support administrative activities related to collection loans, acquisitions reporting, and other Collections and Library Services initiatives as assigned;
• Participate in cross-departmental committees and collaborative initiatives as assigned;
• Perform other duties and special assignments as required to support the objectives of the Vice Presidents and the Library.

QUALIFICATIONS

• Bachelor’s degree required;
• 3-4 years of professional experience required, administrative experience preferred;
• Strong writing and editing skills, as well as 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 for interacting with staff, trustees, and executives;
• Strong computer skills; experience with Raiser’s Edge or another CRM software preferred; experience with Microsoft Office/Outlook suite preferred;
• Previous experience in a non-profit setting a plus.

SCHEDULE

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.

BENEFITS

For more information, please see the "What We Offer" section on the Newberry Careers page.

THE NEWBERRY LIBRARY IS AN EQUAL OPPORTUNITY EMPLOYER.

For more information, please see the Newberry Careers page (https://www.newberry.org/careers).