Executive Assistant

CCHI; Highland Park (IL); Hybrid; USD 45,000 - 50,000; Full time

Job summary

Collaborative Community Housing Initiative (CCHI) is seeking an Executive Assistant in Highland Park, IL, offering a hybrid work arrangement. You will directly support the Executive Director, manage calendars, prepare materials, and help coordinate fundraising and board activities for a growing nonprofit.

The role emphasizes discretion with confidential information, strong organizational skills, and proactive, cross-functional collaboration with volunteers, donors, and partners to advance CCHI’s

Qualifications

• 3+ years of administrative or executive assistant experience, nonprofit preferred.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to handle multiple priorities and meet deadlines.

Responsibilities

• Manage the Executive Director’s calendar, meetings, and scheduling.
• Prepare agendas, meeting materials, notes, and follow-up items.
• Coordinate board meetings and distribute materials.
• Assist with donor communications, acknowledgments, mailings, and stewardship.
• Maintain organized records and assist with event coordination.

Skills

Executive support

Calendar management

Written & verbal communication

Organization & time management

Discretion with confidential info

Proactive multitasking

Tools

Google Workspace

Microsoft Office

Canva

Zoom

CRMs/Donor databases

Mailchimp

WordPress

Job description

Executive Assistant – CCHI Position: Executive Assistant
Organization: Collaborative Community Housing Initiative (CCHI) Nonprofit
Employment: Full Time
Reports to: Executive Director
Location: Highland Park, Illinois / Hybrid
Salary: $45,000–$50,000 plus benefits

Position Overview
The Executive Assistant provides high-level administrative and organizational support to the Executive Director and helps keep the day-to-day operations of CCHI organized and moving forward. This is a hands-on position in a small, rapidly growing nonprofit with a startup mentality and tremendous opportunities for growth. The ideal candidate loves to be busy, takes initiative, can juggle multiple priorities, and thrives as part of a small team with a strong work ethic and a shared commitment to a meaningful mission. The Executive Assistant will work closely with the Executive Director, Board members, volunteers, donors, families, community partners, and other CCHI stakeholders.

Key Responsibilities

Executive Support

• Manage the Executive Director’s calendar, meetings, appointments, and scheduling.
• Prepare agendas, meeting materials, notes, and follow-up items.
• Track deadlines, action items, and commitments.
• Draft and edit correspondence, emails, reports, and other communications.
• Conduct research and prepare information for meetings, presentations, and projects.
• Handle confidential information with discretion.
• Serve as a professional point of contact for the Executive Director and CCHI.

Board & Organizational Support

• Assist with scheduling and coordination of CCHI Board and committee meetings.
• Prepare and distribute meeting materials and agendas.
• Maintain organized records, minutes, and follow-up items.
• Coordinate Board communications and special projects.
• Support organizational calendars, files, policies, and administrative systems.

Fundraising & Donor Support

• Assist with donor communications, acknowledgments, mailings, and stewardship activities.
• Maintain accurate donor and contact information in CCHI’s database/CRM.
• Assist with events, campaigns, sponsorships, and donor outreach.
• Prepare donor lists, reports, correspondence, and fundraising materials.
• Help coordinate grant-related administrative tasks and deadlines with Grant Consultants.

Communications & Community Engagement

• Assist with newsletters, email communications, website updates, and social media content.
• Help coordinate CCHI events, meetings, tours, presentations, and community programs.
• Help ensure CCHI communications are professional, timely, and consistent with the organization’s mission and voice.
• Maintain current contact lists for families, residents, donors, volunteers, partners, and other stakeholders.

General Administration

• Maintain organized electronic and physical files.
• Assist with expense reports and administrative records.
• Coordinate office supplies, mail, deliveries, and general administrative needs.
• Help manage shared calendars and organizational schedules.
• Assist with special projects and other responsibilities as needed.

Qualifications

• -3+ years of experience in administrative, executive assistant, nonprofit, or office management work preferred.
• -Excellent organizational and time-management skills.
• -Strong written and verbal communication skills.
• -Excellent attention to detail and follow-through.
• -Ability to manage multiple priorities and meet deadlines.
• -Comfortable working independently and taking initiative.
• -Professional, friendly, and comfortable interacting with donors, families, volunteers, Board members, and community partners.
• -Strong computer skills, including Google Workspace, Microsoft Office, Canva, Zoom, and online communication tools.
• -Experience with nonprofit databases/CRMs, Mailchimp, WordPress, or fundraising platforms is a plus.
• -Ability to handle confidential information with discretion.
• -Commitment to CCHI’s mission of creating inclusive, sustainable housing and community opportunities for adults with disabilities.

Personal Qualities

• The successful candidate will be:
• -Highly organized, proactive, and flexible
• -Comfortable in a fast-paced startup environment
• -Someone who loves to be busy and gets things done
• -Dependable and responsive
• -Warm, professional, and approachable
• -A strong communicator
• -Resourceful and solutions-oriented
• -Comfortable juggling changing priorities
• -Detail-oriented without losing sight of the big picture
• -A strong team player with a high work ethic
• -Excited to grow with a rapidly expanding, mission-driven organization
• -Someone with a sense of humor

The position may include occasional evening or weekend hours for Board meetings, fundraising events, community events, and other CCHI activities.
CCHI is an equal opportunity organization committed to creating an inclusive and welcoming environment for employees, volunteers, residents, families, and community partners.