Executive Office & Advancement Coordinator

DuPage Foundation; Downers Grove (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

DuPage Foundation is seeking an Executive Office & Advancement Coordinator to provide high-level administrative support to the Executive Office and Advancement team. You will work with the President & CEO, Vice President for Advancement, and Director of Executive Operations & Planning to ensure smooth operations and effective leadership support.

The role emphasizes proactive organization, confidentiality, and strong communication to engage constituents, manage priorities, and contribute to

Qualifications

• Bachelor’s degree or other post-secondary education preferred with three or more years of related experience supporting senior leaders or teams in a fast-paced environment.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage multiple priorities under pressure and follow projects through to completion.
• Outstanding verbal and written communication skills.
• Proficient with Microsoft Word, Excel, PowerPoint, Outlook, and database management systems; ability to learn new technology quickly.
• Professional, warm demeanor with strong interpersonal and problem-solving skills.
• Ability to handle confidential information with discretion and sound judgment.

Responsibilities

• Provide administrative support for the President & CEO, Vice President for Advancement, and Director of Executive Operations & Planning, including scheduling, meeting coordination and preparation, and expense tracking.
• Prepare correspondence, reports, presentations, and other materials, including constituent communications and acknowledgements.
• Attend meetings and prepare minutes or notes.
• Manage onboarding/offboarding of Foundation volunteer leaders.
• Create and maintain electronic files and constituent records across databases and servers.
• Provide backup support for reception and the main phone line.
• Support special projects and other administrative duties.

Skills

Organizational skills

Communication skills

Discretion & judgment

Relationship building

Education

Bachelor’s degree or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Database management

Job description

The Executive Office & Advancement Coordinator provides high-level administrative and coordination support to the Executive Office and Advancement team. The role requires strong organizational skills, sound judgment, and the ability to manage competing priorities effectively with discretion and professionalism. The ideal candidate will play a key role in supporting leadership effectiveness, constituent engagement and stewardship, and the smooth execution of internal operations.

This individual will work closely with the President & CEO, Vice President for Advancement, and the Director of Executive Operations & Planning, from whom they will receive day-to-day direction on Executive Office priorities. The ideal candidate is proactive, highly-organized and detail-oriented, warm, curious, and motivated by contributing to a mission-driven organization.

Organization Summary

DuPage Foundation is DuPage County’s champion for philanthropy. We bring together people, knowledge, and resources to address our community’s greatest challenges and opportunities through collective impact. Our mission is simple, yet profound: to foster philanthropy, connect donors to area needs, and build community partnerships as we help people give efficiently and effectively to the causes they love and create lasting charitable endowments. With more than 180 million in assets under management, we have granted more than $125 million throughout DuPage County and beyond since our founding in 1986.

Administrative and Organizational Support

• Provide administrative support for the President & CEO, Vice President for Advancement, and Director of Executive Operations & Planning, including scheduling, meeting coordination and preparation, as well as the filing of action reports and tracking and preparation of expenses, mileage, and receipts.
• Prepare various correspondence, reports, presentations, and other materials, including constituent communications and acknowledgements.
• Attend meetings as requested and prepare accurate and timely minutes or notes.
• Manage the administrative on- and offboarding of Foundation volunteer leaders.
• Create and maintain electronic files and constituent records, ensuring their accuracy in the Foundation’s database and server across the Executive Office, Advancement, and the organization.
• Provide backup support for reception and the main phone line.
• Support special projects and other administrative duties as assigned.

Executive Office Support

• Support the effectiveness of the President & CEO by helping manage his schedule and workflow.
• Monitor and manage the President & CEO’s physical in- and out-boxes and email, exercising confidentiality and sound judgment in triaging, responding to, or elevating communications.

Advancement Team Support

• Conduct prospect research and prepare reports to support engagement, cultivation, and stewardship.
• Coordinate organizational participation in community and constituent engagement events, including sponsorships, registrations, and table hosting.
• Assist with the planning and execution of Foundation events.
• Support donor cultivation and stewardship efforts, including acknowledgement letter execution and custom engagement activities.
• Update Advancement-related content on the Foundation’s website on a periodic basis.

Qualifications and Experience

• Bachelor’s degree or other post-secondary education preferred with three or more years of related experience supporting senior leaders or teams in a fast-paced environment.
• Strong organizational skills with exceptional attention to detail and accuracy.
• A demonstrated ability to manage multiple priorities under pressure and follow projects through to successful completion.
• Outstanding verbal and written communication skills.
• Proficient with Microsoft Word, Excel, PowerPoint, Outlook, and database management systems; ability to learn new technology and tools quickly.
• Professional, warm demeanor with strong interpersonal and problem-solving skills.
• Ability to handle confidential information with discretion and exercise sound judgment.
• Demonstrated ability to build effective, trusted relationships internally and with key stakeholders.
• A genuine passion for helping people and our shared community.

Hiring Policy: DuPage Foundation considers applicants for all positions without regard to gender, race, color, religion, age, national origin, ancestry, disability, political affiliation, marital status, sexual orientation, pregnancy, or any other legally protected status.