Senior Executive Assistant

Full Circle Communities, Inc.; Chicago (IL); On-site; USD 90,000 - 100,000; Full time

Benefits offered by this job

Hybrid work arrangement

Paid time off

Professional development support

401(k) with employer match

Medical, dental, and vision insurance

Job summary

Full Circle Communities is hiring a Senior Executive Assistant to partner with the COO, protecting executive bandwidth and streamlining complex workflows. You will prepare leadership for key decisions, manage information flow, and foster empathetic communication across teams.

The role emphasizes administrative craft, discretion, and proactive problem-solving, with a hybrid schedule based in Chicago and potential travel to properties or events.

Qualifications

• 4+ years direct experience as an Executive Assistant to an executive team or senior leader responsible for multiple departments.
• Exceptional administrative craft with calm, dependable systems.
• Superior written communication with discretion on personnel, financial, legal, and executive matters.
• Proficiency in Google Workspace or Microsoft Office and familiarity with task-tracking tools.

Responsibilities

• Proactively manage COO calendar, inbox, and daily workflow; coordinate travel, meetings, and reimbursements.
• Prepare concise briefing materials, agendas, and presentations for leadership decisions.
• Lead meeting prep and follow-through; track decisions, owners, and deadlines.
• Bridge communications across teams and adapt style for site staff and corporate leadership.
• Create intuitive systems, trackers, and playbooks to support the COO.

Skills

Executive support

Administrative craft

Communication & EQ

Google Workspace

Microsoft Office

Education

CAP credential

Project management training

Tools

Asana

Monday.com

Smartsheet

Job description

About the Role

Are you a seasoned executive support professional who brings a systems-level perspective, acts as a trust builder, and exercises sound judgment and quiet leadership?

We are seeking a Senior Executive Assistant to serve as a trusted partner to our Chief Operating Officer (COO). In this role, you will be the operational backbone of the Executive Office—protecting executive bandwidth and focus, streamlining complex workflows, and fostering clear, empathetic communication across teams.

You won’t just manage a calendar; you will organize information flow, prepare leadership for key decisions, strengthen cross-team follow-through, and manage executive administration with care and foresight.

What You’ll Do

• Executive Workflow & Bandwidth Protection: Proactively manage the COO’s calendar, inbox, daily workflow, travel, site visits, conferences, and reimbursements. Strategic guidance of workflow helps amplify leadership capacity, creating intentional space for high-level strategy, decision-making, and organizational health.
• Executive Preparation & Decision Support: Assemble key background context, discussion points, outstanding questions, and decision parameters before daily meeting series. Develop concise briefing materials, summaries, agendas, presentations, reports, and talking points. Help establish clear expectations for staff updates and ensure solution-oriented proposals are encouraged before topics reach the COO.
• Meeting Facilitation & Sustainable Rhythms: Lead preparation and follow-through for executive, departmental, Board committee, and project meetings. Capture decisions, commitments, project owners, and deadlines in a transparent tracking system. Support sustainable communication by introducing asynchronous updates, clean dashboards, and clear written summaries over unnecessary meeting time.
• Internal Coordination & Bridge-Building: Build trusted relationships across Full Circle Communities, serving as an approachable, responsive bridge between executive leadership and other teams. Adapt communication styles recognizing that site-level property staff and corporate leadership operate in very different day-to-day contexts. Navigate sensitive dynamics with emotional intelligence, empathy, and discretion.
• Administrative Systems & Playbooks: Establish intuitive systems, templates, trackers, and records. Maintain a flexible working playbook for supporting the COO that captures key relationships, preferred operating routines, recurring rhythms, and decision-making frameworks. Identify processes that can be simplified, standardized, automated, or delegated.

What You Bring

• Core Experience: At least 4 years of direct experience serving as an Executive Assistant to an executive team, president, executive director, or senior leader responsible for multiple departments or complex operational initiatives.
• Administrative Craft & Judgment: Exceptional administrative craft with a track record of creating calm, dependable systems. Strong judgment regarding what requires executive attention versus what can be resolved independently.
• Communication & EQ: Superior written communication skills to synthesize complex information into clear briefing materials. High emotional intelligence, strong listening skills, and demonstrated discretion regarding personnel, financial, legal, and executive matters.
• Software & Systems: Proficiency in Google Workspace or Microsoft Office (calendar, email, documents, spreadsheets, presentations, and shared files), with familiarity in task-tracking tools (e.g., Asana, Monday.com, Smartsheet).
• Mobility & Physical Requirements: Based in Chicago, IL, with a valid driver’s license, insurance, reliable vehicle, and ability to handle occasional light setup (handling materials up to 20 lbs).
• Inclusive Hiring: No formal degree required. Relevant professional, educational, and lived experience will be fully considered.

Preferred Qualifications:

• 7+ years of progressive executive support experience, ideally supporting a COO or executive with broad operational oversight.
• Background in nonprofit, affordable housing, real estate, community development, or multi-site organizations.
• Experience developing administrative operating playbooks, structured meeting routines, or guiding organizations toward clearer written reporting and asynchronous decision-making.
• Certified Administrative Professional (CAP) credential or project management training.

Additional Job Requirements:

Location & Travel: This position is based in Chicago, IL; this is a hybrid role (up to 3 remote days per week) requiring occasional travel to properties, communities, or conferences as needed

Schedule: Full-Time, Exempt; Monday–Friday, 9:00 a.m. – 5:00 p.m.; occasional evenings and weekends as needed

Compensation and Benefits

Salary: We offer a competitive starting salary of $90,000-$100,000. In line with our commitments to internal equity, we will not hire someone at this job level below or above the stated range.

We believe in supporting the people who support our residents. Our benefits include :

• Hybrid work environment with up to three remote days per week
• 11 days of paid vacation
• 12 paid company holidays
• 3 floating holidays
• Employer-supported medical, dental, and vision insurance
• Paid parental leave
• SIMPLE IRA with up to a 3% employer match
• Employee Assistance Program
• Up to $5,250 annually for professional development and education assistance
• Opportunities for career growth within a mission-driven organization

Benefits may vary based on position, location, and employment status.

About Full Circle Communities

At Full Circle Communities, we are driven by a mission to expand access to affordable housing and support thriving communities. We believe in building sustainable structures—not just in our physical developments, but within our operational engine. The COO oversees multiple operational functions and navigates a wide array of decisions, projects, and stakeholder priorities.

We offer an environment designed to support your well-being, professional growth, and day-to-day balance, ensuring you have what you need to do your best work.