Executive Assistant

Newberry-Library; Chicago (IL); Hybrid; USD 50,000 - 55,000; Full time

Benefits offered by this job

Hybrid work option

Job summary

The Newberry Library in Chicago is seeking an Executive Assistant to provide high-level administrative, operational, and project support to senior leadership. You will manage calendars, coordinate meetings, prepare materials, and handle confidential communications to advance divisional priorities.

Reporting to the Vice President for Finance and Administration, the role requires strong writing, flawless organization, and discretion.

Qualifications

• 3-4 years of professional experience required, administrative experience preferred.
• Strong writing and editing skills, with 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.

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 correspondence, reports, presentations, and other materials for divisional leadership.
• Process invoices, reimbursements, credit card reconciliations, and other administrative transactions.

Skills

Writing & editing

Communication

Project coordination

Discretion/confidentiality

Multitasking

Tools

Microsoft Office/Outlook

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Executive Assistant

Regular Full Time Professional Chicago, IL, US

15 days ago Requisition ID: 1134

Salary Range: $50,000.00 To $55,000.00 Annually

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:

• 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. Hybrid 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.