Executive Assistant & Board Liaison

Evanston Community Foundation; Evanston (IL); Hybrid; USD 65,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Disability insurance

Life insurance

403b retirement plan with employer + a

Vacation & holidays

Job summary

The Evanston Community Foundation (ECF) is seeking an Executive Assistant & Board Liaison to provide high-level support to the President & CEO. The candidate will manage calendars, coordinate board meetings, and handle confidential information with professionalism and discretion.

Ideal applicants will have a bachelor’s degree with 4+ years of senior admin experience, strong communication skills, and proficiency in Microsoft Office, SharePoint, Teams, Canva, SurveyMonkey, and MailChimp.

Qualifications

• Bachelor's degree and 4+ years of high-level administrative support to senior executives.
• Experience coordinating calendars, meetings, and Board logistics.
• Strong customer service, interpersonal, verbal and written communication skills.
• Analytical skills to gather and present data for decision-making.
• Advanced computer proficiency with Microsoft Office, SharePoint, Teams, Canva, SurveyMonkey, MailChimp.
• Commitment to Diversity, Equity, and Inclusion learning.
• Ability to multitask autonomously in a fast-paced environment.

Responsibilities

• Executive support for the President & CEO and gatekeeping to the Board.
• Board liaison: manage calendars, meetings, updates, and relationship with Board members.
• Assist with expense reporting, budget tracking, and financial tasks with Finance.
• Provide project management support with research, data analysis, and prep materials.
• Maintain confidentiality and exercise sound judgement on sensitive matters.
• Proactively streamline processes and improve efficiency.
• Take minutes, synthesize outcomes, and prepare follow-up materials after meetings.

Skills

Executive support

Calendar management

Board liaison

Data analysis

Microsoft Office

SharePoint

Teams

Canva

SurveyMonkey

MailChimp

Communication

Confidentiality

Project coordination

Diversity, Equity, Inclusion

Education

Bachelor's degree

Tools

Microsoft Word

Outlook

Excel

SharePoint

Teams

Canva

SurveyMonkey

MailChimp

Job description

About the Evanston Community Foundation

The Evanston Community Foundation (ECF) mobilizes community resources to drive systemic social change and build a thriving, resilient Evanston. We achieve this by:

• Investing in the community with a long-term and sustainable perspective
• Empowering leaders to foster innovation and collaboration
• Prioritizing community voice and choice

Established in 1986, the Foundation awards grants of $1 million annually to support a more vibrant, just, and inclusive community. ECF has grown rapidly since 2001 and has become an ever more effective catalyst for community change. Assets have grown from $3 million in 2001 to more than $55 million today, and the current operating budget is $2 million. The staff includes fourteen employees supported by a board of directors comprised of community members.

ECF operates under a strategic framework that focuses on four guiding principles:

1. Elevate Voices - through listening in community and uplifting voices in our leadership cohorts of the Ubuntu Leadership Institute (ULI)
2. Connect & Strengthen the Nonprofit Sector - Exploring workshops to build capacity, streamline cost-sharing of back of office services for Evanston nonprofits, and convening the appropriate groups
3. Building Justice & Resiliency - Assessing our grantmaking and overall strategy with feedback from the community; adjusting our priorities accordingly
4. Evolve ECF - Strengthening internal operations and external communications in order to be an enduring source of support to our community
   ECF is accredited by the Community Foundation National Standards Board, maintaining a commitment to use best practices for community foundations across the country, and is a member of the Alliance of Illinois Community Foundations.

Position Overview

The Executive Assistant & Board Liaison (EA) role provides high level support to the President & CEO. They are a highly organized, detail-oriented individual and contribute to the seamless functioning of ECF. The EA is a critical member of the ECF team, the gatekeeper for the President & CEO and the primary point of contact for the Board of Directors. We are seeking candidates who can work independently, and who are autonomous, flexible, resourceful, take initiative and are highly attentive to detail. This role includes critical thinking, administration, analytic skills, and task persistence.

The EA will play a pivotal role in ensuring the President & CEO is operating as efficiently as possible. They will serve as the primary point of contact between the President and CEO and stakeholders, requiring exceptional communication skills and a high level of professionalism. The EA will need to anticipate needs, exercise sound judgment, and maintain confidentiality in order to be successful in this role.

Our Ideal Candidate Will Posses

• A bachelor's degree and 4+ years of experience providing high-level administrative support to senior executives, or a comparable combination of education and experience. Candidates without a bachelor’s degree, who possess the necessary experience and skills, are still encouraged to apply.
• Experience working with multiple Board of Directors, managing multiple schedules, processing requests in a timely manner while balancing priorities, and executing logistics for Board meetings
• Strong customer service orientation and solid interpersonal, verbal, and written communication skills
• Strong analytical skills with the ability to gather, analyze, and present data to support decision-making and strategic priorities
• Advanced, demonstrated, computer proficiency (Microsoft Suite: Word, Outlook, Excel, SharePoint), cloud-based systems and communication tools (Teams, Canva, Survey Monkey, Mail Chimp)
• Demonstrated commitment to ongoing Diversity, Equity, and Inclusion learning
• Strong organizational skills with demonstrated ability to multitask and prioritize competing demands autonomously in a fast-paced environment, while maintaining attention to detail
• Ability to work independently with minimal supervision, as well as collaboratively as part of a team
• Demonstrated ability to think strategically and anticipate the needs of the President and CEO, with a proactive approach to problem-solving and decision-making
• Commitment to professional growth and continuous learning, with a willingness to take on new responsibilities and challenges to support the organization's mission and goals

Executive Assistant & Board Liaison Key Responsibilities

• President & CEO Support: Manage the President and CEO's calendar, schedule appointments, coordinate meetings, ensuring all required details are included on meeting invites. Prepare agendas, presentations, emails and other materials for meetings as needed. Handle incoming calls and correspondence, prioritizing and responding as appropriate.
• Board Liaison: Cultivate relationships with Board members, with particular attention to the Board Officers. Respond in a timely fashion to emails and phone calls. Be the primary contact for Board questions. Update the Board Sharepoint and hold the Senior Team accountable to their updates. Proactively plan the Board meeting calendar and agendas, and update as needed throughout the year.
  Relationship Management: Cultivate positive relationships with staff, community, Board members, donors, and external partners on behalf of the President and CEO.
• Financial Administration: Assist with expense reporting, budget tracking, and other financial tasks as needed for the President & CEO. Coordinate with the finance department to ensure timely submission of receipts. Run weekly check deposits with the support of the Operations Manager.
• Project Support: Provide project management support for initiatives led by the President and CEO, including research, data analysis, and presentation development. Monitor project timelines and deliverables, proactively identifying and addressing potential issues. Hold President & CEO accountable to his project deadlines.
• Confidentiality and Discretion: Handle sensitive information with the utmost discretion and maintain confidentiality at all times. Exercise good judgment in managing confidential matters and escalating concerns when necessary.
• Proactive Problem-Solving: Anticipate challenges and proactively identify solutions to address issues before they arise. Take initiative to streamline processes, improve efficiency, and enhance the effectiveness of the President & CEO.
• Meeting Support: Debrief meetings with President and CEO to provide real-time support, take minutes, note any follow ups, and document key discussion points, decisions, and action items. After meetings, assist in synthesizing meeting outcomes and preparing follow-up materials, such as meeting summaries, action plans, and next steps, to ensure alignment and accountability across stakeholders.

Compensation and Other Details

The position is 40 hours/week, with a hybrid of remote and in-person work in Evanston, IL. The candidate must be available for occasional evening and weekend events to align with the Foundation’s work. This position is full-time and exempt. The salary range for the role is $65,000- 75,000 annually; the compensation package also includes a group health HMO/PPO, dental, and vision (paid for 80% by ECF for all employees and dependents); short- & long-term disability; life insurance; 403b retirement plan including a match; and a generous vacation & holiday schedule.

Our Search Process

One of ECF’s core principles is our focus on equity. We believe in inclusion and the richness of ideas and perspectives and actively invite a diversity of candidates to consider our opportunity. Studies have shown that marginalized communities are less likely to apply to jobs unless they meet every single qualification. We would encourage you to still apply even if you don’t meet every single skill listed, or your past experience doesn’t align perfectly with the role.

For best consideration, materials should be submitted by August 10, 2026.