Executive Assistant in Chicago, Illinois at Centers For New Horizons Inc

Location: Chicago, IL
Work Setting: 100% On-site (In-Person)
Reports To: Chief Executive Officer

About Centers for New Horizons
Founded in 1971, Centers for New Horizons is a mission-driven nonprofit organization dedicated to empowering children, youth, and families to become self-reliant and thrive. With more than 200 employees, many of whom live in or near the communities they serve, Centers delivers high-quality programs across seven locations throughout the Bronzeville and Riverdale neighborhoods on Chicago’s South Side, reaching more than 1,000 individuals every day.

Through education, workforce development, behavioral health, housing, youth development, and supportive services, Centers is committed to strengthening communities, expanding opportunities, and creating measurable, lasting impact for the families it serves.

Position Summary
Centers for New Horizons is seeking a highly organized, professional, and proactive Executive Assistant to provide comprehensive administrative and operational support to the Chief Executive Officer (CEO). This position plays a critical role in maximizing the CEO's effectiveness by managing priorities, coordinating key initiatives, supporting board and leadership communications, and assisting with fundraising and resource development activities.

The Executive Assistant serves as a trusted liaison between the CEO, Board of Directors, leadership team, staff, community partners, funders, and external stakeholders. This role requires exceptional judgment, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

In addition to executive support responsibilities, the Executive Assistant will assist with grant research, fundraising initiatives, proposal development, reporting requirements, and special projects that advance the organization's strategic goals and mission.

Key Responsibilities
Executive and Administrative Support
-Manage the CEO's calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements.
-Prioritize and coordinate competing demands on the CEO's time while exercising sound judgment and discretion.
-Serve as the primary point of contact for internal and external communications directed to the CEO.
-Screen phone calls, emails, visitors, and requests, ensuring timely and appropriate follow-up.
-Prepare correspondence, reports, presentations, briefs, and other executive-level communications.
-Support the CEO with special projects, strategic initiatives, and organizational priorities.
-Maintain strict confidentiality regarding sensitive organizational, personnel, and board matters.
-Board Relations and Governance Support
-Coordinate all Board of Directors meetings, committee meetings, and related communications.
-Prepare and distribute meeting agendas, board packets, supporting materials, and presentations.
-Attend board meetings and accurately record, transcribe, and distribute meeting minutes.
-Track board action items and assist with follow-up communications and reporting.
-Conduct research and prepare background information on topics requested by board members and executive leadership.
-Serve as a liaison between the CEO and Board of Directors when appropriate.
-Fundraising and Resource Development Support
-Assist in identifying grant, foundation, corporate, and government funding opportunities aligned with organizational priorities.
-Conduct research on prospective funders, grant opportunities, and philanthropic trends.
-Support the preparation and submission of grant proposals, requests for proposals (RFPs), funding appeals, and other resource development materials.
-Assist in drafting and editing case statements, donor communications, fundraising presentations, and impact reports.
-Maintain accurate records of grant submissions, funding opportunities, deadlines, awards, and reporting requirements.
-Collaborate with leadership and program staff to gather information necessary for proposal development and reporting.

Grant Administration and Reporting
-Assist with tracking grant deliverables, reporting deadlines, and compliance requirements.
-Support the preparation of progress reports for foundations, corporations, and government agencies.
-Maintain funding databases and records related to grants, contracts, and donor relationships.
-Help coordinate communication and relationship management with funders and grantors.
-Research and recommend new funding opportunities to support organizational sustainability and growth.

Organizational Coordination and Special Projects
-Coordinate and monitor projects managed through the CEO's office.
-Schedule and facilitate executive and departmental meetings.
-Prepare meeting agendas, materials, and follow-up documentation.
-Develop PowerPoint presentations, spreadsheets, reports, and briefing materials.
-Assist with planning and coordination of organizational events, fundraising activities, and community engagement initiatives.
-Represent Centers for New Horizons professionally when interacting with stakeholders, funders, partners, and community members.
-Support site visits, donor meetings, and special organizational events.
-Perform other duties as assigned.

Required Qualifications
-Bachelor's degree required.
-Minimum of 3 years of executive administrative support experience, preferably supporting senior leadership or executives.
-Demonstrated experience managing complex calendars, projects, and communications.
-Strong organizational skills with the ability to prioritize multiple responsibilities and meet deadlines.
-Proficiency in research, data analysis, and preparing professional reports and presentations.
-Reliable transportation and willingness to travel between agency locations and community events as needed.

Preferred Qualifications
-Experience working in a nonprofit organization.
-Grant writing, fundraising, or resource development experience.
-Experience supporting Boards of Directors and board governance activities.
-Experience coordinating special events, donor engagement, or community outreach initiatives.
-Familiarity with grant management systems, donor databases, or CRM platforms.
-Knowledge, Skills, and Abilities
-Exceptional verbal and written communication skills.
-Strong interpersonal and relationship-building abilities.
-Excellent organizational skills and attention to detail.
-Ability to maintain confidentiality and exercise sound judgment.
-Strong analytical, problem-solving, and critical-thinking skills.
-Ability to work independently and collaboratively in a fast-paced environment.
-Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
-Ability to prepare professional reports, presentations, meeting materials, and correspondence.
-Strong project management and time management skills.
-Commitment to the mission, vision, and values of Centers for New Horizons.

Physical Requirements
-Prolonged periods of sitting and working on a computer.
-Regularly required to communicate effectively in person, by phone, and electronically.
-Ability to occasionally lift and move up to 30 pounds.
-Ability to travel between Centers for New Horizons locations and community sites as needed.
-Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Why Join Centers for New Horizons?
At Centers for New Horizons, you'll have the opportunity to work directly with executive leadership while contributing to programs and initiatives that strengthen children, families, and communities throughout Chicago. This is an exciting opportunity for a dynamic professional who enjoys executive support, organizational leadership, fundraising, and mission-driven work.

Benefits and Perks
Centers for New Horizons offers a comprehensive benefits package designed to support your health, well-being, and professional growth, including:
-Competitive salary
-Medical Insurance
-Dental Insurance
-Life Insurance
-Paid Vacation and Sick Leave
-11 Paid Holidays
-401(k) with Employer Match
-Paid Birthday Off
-Student Loan Forgiveness Eligible Employer
-Equal Opportunity Employer
Centers for New Horizons is an Equal Opportunity Employer. We are committed to creating an inclusive workplace where all employees are treated with dignity and respect. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected status under applicable law.