Executive Administrative Assistant
Chicago, IL
Category: Administrative
Reference ID: 10084360
Shortcut: http://addisongroup.gosnaphop.com/ARPVkJ
Job Title: Executive Administrative Assistant
Industry: Behavioral Health
Location: Chicago, IL – South Loop
Assignment Type: Contract-to-Hire
Pay: $25 – $30 / Hour
Work Schedule: Monday–Friday, 9:00 AM–5:00 PM. 100% Onsite
Benefits: This position is eligible for medical, dental, vision, and 401(k).
About The Company:
Our client is an established nonprofit organization dedicated to strengthening communities through behavioral health, clinical services, and comprehensive social support programs. The organization provides essential services to individuals and families while fostering a collaborative, mission-driven workplace.
This opportunity offers the chance to work closely with executive leadership and contribute to programs that make a meaningful difference in the community.
Job Description:
We are seeking a polished, highly organized Executive Administrative Assistant to provide direct support to a Vice President. This individual will play an essential role in coordinating executive priorities, managing communications, organizing meetings, and ensuring daily operations run efficiently.
The ideal candidate is a career administrative professional who enjoys supporting senior leadership, anticipates needs, and brings structure to a busy executive's schedule. This position requires exceptional communication skills, strong attention to detail, sound judgment, and the ability to manage competing priorities with professionalism and discretion.
This is an excellent opportunity for an experienced administrative professional looking to establish a long-term career within a mission-driven organization.
Key Responsibilities:
Executive & Administrative Support
- Provide comprehensive administrative assistance to senior leadership, supporting daily operations and departmental initiatives.
- Organize executive priorities, appointments, and deliverables to ensure important deadlines are met.
- Prepare professional correspondence, reports, presentations, and documents for executive review and approval.
- Manage incoming requests and communications, identifying urgent matters and coordinating appropriate follow-up.
- Maintain confidential records and handle sensitive information with discretion.
- Anticipate administrative needs and proactively address scheduling or operational challenges.
Calendar & Meeting Coordination
- Oversee a dynamic executive calendar, coordinating appointments, leadership meetings, and organizational commitments.
- Arrange meeting logistics, prepare agendas, and distribute supporting materials.
- Attend meetings as needed, document key discussions, and organize follow-up responsibilities.
- Monitor outstanding action items and communicate with stakeholders to ensure timely completion.
- Coordinate leadership events, departmental meetings, and special gatherings.
- Adjust scheduling priorities as business needs evolve.
Communication & Relationship Management
- Serve as a professional point of contact between executive leadership, internal departments, and external partners.
- Draft and review communications to ensure accuracy, clarity, and appropriate messaging.
- Build productive working relationships with senior executives, department leaders, and organizational stakeholders.
- Facilitate communication across teams to support coordination and operational efficiency.
- Represent executive leadership professionally in written and verbal interactions.
Project & Operational Support
- Assist with tracking departmental projects, deadlines, and ongoing initiatives.
- Maintain organized documentation and provide updates on outstanding deliverables.
- Support special assignments and administrative projects as requested.
- Identify potential scheduling or workflow challenges and recommend practical solutions.
- Provide basic technical assistance, including presentation setup, virtual meeting coordination, and routine computer troubleshooting.
Qualifications:
- Bachelor's degree required.
- Minimum of 3 years of professional administrative experience; 5+ years of executive-level administrative support preferred.
- Previous experience supporting a Vice President, executive, or senior leadership team.
- Demonstrated ability to manage complex calendars, executive communications, and multiple competing priorities.
- Experience coordinating leadership meetings, events, and executive-level presentations.
- Proficiency in Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint.
- Familiarity with DocuSign, Microsoft Teams, Zoom, and other office collaboration tools.
- Comfortable providing basic technical assistance and troubleshooting routine office technology issues.
- Excellent written and verbal communication skills.
- Strong organizational abilities with exceptional attention to detail.
- Professional, personable, and confident interacting with executives and stakeholders at all organizational levels.
- Receptive to constructive feedback and comfortable adapting to different leadership and communication styles.
- Ability to exercise independent judgment while remaining aligned with executive priorities.
- Demonstrated discretion when handling confidential information.
- Previous experience within nonprofit, healthcare, behavioral health, or social services environments is a plus.
Additional Details:
- Occasional travel to additional local organizational locations, approximately once per week.
Perks:
- Opportunity to work directly with executive leadership.
- Exposure to executive operations, leadership initiatives, and organizational projects.
- Collaborative, mission-driven nonprofit environment.
- Opportunity to contribute to meaningful behavioral health and community-based programs.
Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.
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