Sr. Executive Asst. CEO

Ada S. McKinley Community Services, Inc.; Chicago, Northern (IL, KY); Hybrid; USD 80,000 - 92,000; Full time

Benefits offered by this job

Paid vacation

Medical benefits

403(b) Plan

Life Insurance

Paid Holidays

EAP

Job summary

Ada S. McKinley Community Services, Inc. is seeking a Senior Executive Assistant to the CEO to provide high‑level administrative and strategic support.

You will manage the CEO’s calendar, prepare materials for internal and external meetings, screen communications, and coordinate board governance activities. The role requires discretion, professionalism, and the ability to handle multiple priorities in a nonprofit setting.

Qualifications

• Two years of college studies or equivalent with a preference for business-related fields.
• 5+ years of executive-level administrative support, preferably with C-level/senior directors.
• Experience in nonprofit or mission-driven organizations is strongly preferred.
• Experience supporting a Board of Directors is highly desirable.

Responsibilities

• Manage and maintain the CEO’s complex calendar, scheduling meetings and travel.
• Prepare agendas, briefing materials, presentations, and reports for meetings.
• Screen and prioritize emails, calls, and correspondence.
• Draft, edit and proofread letters and communications for the CEO.
• Track action items and follow-ups to ensure timely completion.
• Transcribe and distribute meeting minutes.
• Coordinate board logistics and governance materials.
• Support leadership with special projects and organizational planning.

Skills

Executive support

Calendar management

Board governance support

Communication skills

Microsoft Office

Google Workspace

Travel coordination

Presentation development

Confidentiality

Education

Associates or better in Business Administration

Bachelor's degree preferred

Tools

Google Meet / Zoom

Microsoft Office Suite

Job description

Basic Function: The Sr. Executive Assistant to the CEO provides high-level administrative and strategic support to the Chief Executive Officer. This role involves a wide range of duties, including managing calendars and schedules, coordinating executive communications, supporting board of directors’ governance and activities, reporting and analysis, managing expenses, scheduling, developing presentations,ensuring smooth daily operations of the executive office, andassisting in coordinating variousinternaland external activities forthe agency. Work is supervised on a limited basis as needed.

Reporting Relationships:

Reports to: Chief Executive Officer

Executive Support

• Manage and maintain the CEO’s complex calendar, scheduling meetings, appointments, and travel arrangements.
• Prepare meeting agendas, briefing materials, presentations, and reports for internal and external meetings.
• Screen and prioritize incoming communications, including emails, phone calls, and correspondence.
• Draft, edit, and proofread letters, reports, and other communications on behalf of the CEO.
• Track action items and follow-ups to ensure timely completion.
• Transcribe, prepare, and distributemeeting minutes.
• Flexibly accommodate extended hours and after‑hours support as needed, including evenings, early mornings, and occasional weekends, to meet executive and business demands.

Board and Governance Support

• Coordinate logistics for Board of Directors and committee meetings.
• Prepare board packets, agendas, minutes, and meeting materials.
• Maintain board records and governance documentation.
• Facilitate communication between the CEO and board members.
• Periodic ad hoc travel (10%) required for board retreats and off-site meetings.

Organizational Coordination

• Serve as a liaison between the CEO and the senior leadership team and for other administrative staff across the organization.
• Periodically support other leadership members with special projects.
• Coordinate leadership meetings, retreats, and organizational planning sessions.
• Assist with tracking strategic initiatives and organizational priorities.
• Support cross-departmental projects led by the CEO’s office.
• Support preparation of speeches, presentations, and external communications.
• Coordinate meetings and events with community partners, funders, and stakeholders.
• Represent the executive office with professionalism and discretion.
• Periodically travel to other Ada sites to coordinate events or administrative activities.

Administrative Operations

• Maintain confidential files and organizational records.
• Manage expense reports, invoices, and administrative budgets related to the executive office.
• Support special projects and initiatives as assigned by the CEO.
• Maintains confidentiality of all information and adheres to the agency's Code of Ethics.
• Reviewsagency practices and procedures to determine whether improvements can be made in areas such as workflow, reporting, or expenditures.
• May periodically manage interns or other support staff.
• Occasionally provide support to the front desk, office administration & mail (FedEx, USPS & UPS).
• Reviewsincoming correspondence and, if appropriate, independently handles the information orpromptly forwards it to the CEOfor review and response.
• Screens telephone calls and promptlyroutes tothe appropriate personnel.
• Greets scheduled visitors and directs them to the appropriate area or person.
• Assembles and compiles information for reportsand presentations as scheduled or requested.
• Communicates and handles internal and externalcommunications on behalf ofthe CEO.
• Reviewsagency practices and procedures to determine whether improvements can be made in areas such as workflow, reporting, or expenditures.
• *Performs other related duties as assigned.

Specifications, Skills & Competencies, & Key Attributes:

Education

• At least two years of college studies, preferably in business or related fields or an equivalent combination of education and experience. Bachelor's degree preferred.

Experience

• 5+ years of executive-level administrative support experience, preferably supporting C-level or senior directors/managers, is required.
• Experience in nonprofit, social services, or mission-driven organizations strongly preferred.
• Experience supporting a Board of Directors is highly desirable.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• High level of professionalism, discretion, and confidentiality.
• Ability to manage multiple priorities and work independently.
• Strong problem-solving and critical thinking skills.
• Proficiency in Microsoft Office, Google Workspace, and virtual meeting platforms.
• Ability to organize and prioritize multiple competing tasks.
• Ability to exchange information clearly and concisely and to present ideas, report facts, and other information.
• Ability to manage own workflow and resolve questions and problems with supervisor.
• Ability to meet attendance standards and work overtime hours.
• Ability to understand and follow safety/security guidelines.

Key Attributes

• Mission-driven and aligned with the organization’s values.
• Highly dependable and detail oriented.
• Collaborative and relationship focused.
• Able to anticipate needs and proactively solve problems.
• Comfortable working in a fast-paced, dynamic environment.
• Accountability for work and have a high level of professional and personal integrity.

Compensation:

$80,000 - 92,000 Annually

• Paid vacation
• Paid Sick Time
• 12 Paid Holidays
• Medical
• Vision
• 403(b) Plan
• Life Insurance
• Long-term & short-term disability
• Employee assistance program (EAP)
• Family medical leave

Benefit options and eligibility vary by Fulltime and Part-time positions. Compensation within the posted salary range varies based on factors including, but not limited to, experience, skills, education, and performance at the time of the offer.

Mental/Physical Demands: Ability to read, interpret, and analyze professional journals, business periodicals, etc. Ability to effectively present information in written, oral, diagram, or schedule form and to respond to questions from board members, managers, clients, and outside personnel. Work requires prolonged concentration while using a computer to analyze and manipulate data. Ability to deal with concrete/variables in situations where some standardization exists. While performing the duties of this job, the employee is regularly required to talk, hear, and sit. The employee frequently is required to stand, walk, and use their hands to finger, handle, or compose documents and reports. Specific vision abilities required by this job include close vision, color vision, peripheral vision, and the ability to adjust focus.

Environmental Conditions: The noise level in the work environment is usually moderate. Work is typically performed in an office environment. No unusual or adverse working conditions exist.

This description documents the general contents and requirements of the job. It is not to be construed as an exhausted statement of duties, responsibilities, or requirements. The principal duties and responsibilities shown are all essential job functions except for those indicated with an asterisk (*). The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Qualifications

Education

Required

Associates or better in Business Administration or related field.

Preferred

Bachelors or better in Business Administration.

Experience

Required

5 years:

5 years:

5+ years of executive-level administrative support experience, preferably supporting C-level or senior directors/managers, is required.Experience in nonprofit, social services, or mission-driven organizations strongly preferred.Experience supporting a Board of Directors is highly desirable.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.