Executive Assistant

AOIA; Chicago (IL); Hybrid; USD 45,033 - 48,353; Full time

Job summary

A non-profit organization in Chicago is seeking an Executive Assistant to provide high-level support to the Executive Director. The role involves managing executive operations, enhancing Board engagement, and ensuring smooth team coordination. The ideal candidate has substantial experience in executive assistance, advanced skills in Microsoft Office, and exceptional organizational abilities. This hybrid position requires some in-office presence with occasional domestic travel.

Qualifications

• 5–7 years in an executive assistant or administrative role.
• Experience working with Board of Directors.
• Advanced proficiency in Microsoft Office 365 Suite.
• Strong organizational and time management skills.

Responsibilities

• Manage the Executive Director’s calendar and communications.
• Coordinate travel and meeting logistics.
• Assist in Board of Directors meeting preparation.
• Collect and report on organizational data.

Skills

Microsoft Office 365 (Excel, Word, Outlook, PowerPoint, Teams)

Project management tools (Asana, Monday.com, Jira)

Database skills (Access, SQL)

Salesforce/Fonteva knowledge

Verbal communication skills

Written communication skills

Organizational skills

Time management skills

Education

Bachelor's degree

Tools

Google Workspace

Zoom

WordPress/Squarespace

Job description

Base Pay Range

$32.69/hr - $35.10/hr

This is a hybrid position requiring 1-2 days in-office each week. The office is located in Chicago, IL in the Streeterville/Mag Mile area.

Job Summary

The Executive Assistant provides high-level support to the Executive Director of the American Osteopathic Information Association (AOIA), serving as a trusted partner in advancing the organization’s mission. This role manages executive operations, strengthens Board and stakeholder engagement, and ensures effective coordination across the AOIA team and with external partners.

The successful candidate is a proactive, tech-savvy professional who thrives in a fast-paced environment, anticipates needs before they arise, and brings precision, discretion and innovation to AOIA.

Essential Functions

Executive Operations

• Manage the Executive Director’s calendar, communications and priorities to align with AOIA’s strategic goals.
• Liaise with external organizations, partners and stakeholders on behalf of the Executive Director.
• Coordinate travel, meeting logistics and expense reporting.

Board & Governance Support

• Plan and organize AOIA Board of Directors and Executive Committee meetings, including agenda preparation, minutes, reports and follow-up on action items.
• Maintain corporate documents, official records and filings in compliance with AOIA policies and nonprofit governance requirements.
• Liaise with Board members, ensuring timely communication and a professional experience.

Operations & Organization

• Coordinate internal staff meetings, retreats, and team-building sessions, ensuring clear agendas, timely documentation, and actionable follow-up.
• Manage finance workflows including invoice processing, vendor coordination, contract management with Finance/Legal, and expense reconciliation.
• Oversee weekly AOA Store shipments, office logistics, supply ordering, and document management to keep daily operations running smoothly.
• Maintain organized digital and physical filing systems, ensuring compliance with document retention policies and easy access to information.
• Coordinate AOIA team logistics, shipments, and onsite support for major AOA events, including OMED and the House of Delegates.
• Serve as the point person for operational problem-solving, helping the team stay efficient and focused.

Analytics & Reporting

• Collect, track, and synthesize key organizational data including Google Analytics, KPIs and departmental performance measures.
• Prepare concise dashboards and reports to support executive decision-making.

Additional Responsibilities

• Partner with the Executive Director on special projects, including emerging initiatives that strengthen AOIA’s innovation culture and advance the organization’s strategic priorities.
• Other duties as assigned.

Minimum Qualifications

• Education: Bachelor’s degree required; PMP or other certifications a plus.
• Experience: 5–7 years in an executive assistant, administrative, or project management role; previous work with Board of Directors/decision making body.
• Working knowledge of/experience with Board and nonprofit governance requirements.
• Advanced proficiency in Microsoft Office 365 Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint/OneDrive) and strong skills with project management tools (e.g., Asana, Monday.com, Jira).
• Intermediate to advanced database skills (Access, SQL).
• Working knowledge of Salesforce/Fonteva, Google Workspace, scheduling and document-signing platforms, survey tools, financial/expense systems, online travel booking, analytics platforms (including Google Analytics), generative AI tools, virtual meeting software (Zoom), and basic website/CMS editing (e.g., WordPress, Squarespace).
• PMP or other certification a plus.
• Strong organizational and time management skills with the ability to manage competing priorities.
• Exceptional written and verbal communication skills, particularly in support of Board governance and executive reporting.
• Proven discretion and ability to handle confidential and sensitive information.
• Detail-oriented with a solutions-focused mindset and capacity to stay a step ahead.

Working Environment & Requirements

• Hybrid position: 1–2 in-office days weekly in Chicago, IL.
• Quarterly domestic travel for Board meetings and occasional conferences/events.
• Ability to lift/move up to 25 lbs and manage event logistics as needed.
• Extended hours may be required during major meetings or deadlines.

Seniority Level

Associate

Employment Type

Full-time

Job Function

Administrative

Industries

Non-profit Organizations