Executive Assistant at Newberry Library – Chicago, Illinois

TITLE: Executive Assistant

DEPARTMENT: President’s Office and Development

SUMMARY: This position reports directly to the Chief of Staff with dotted line reporting to the Vice President for Development. The Executive Assistant serves as a vital link between the President’s Office and the Development team, helping to align executive priorities with fundraising strategy. This role manages high-level scheduling, coordinates donor visits, and ensures the President is well-prepared for key engagements. The Executive Assistant also coordinates Board of Trustees logistics, and supports development operations including donor communications, events, research, and data management—broadening the impact of both offices through seamless coordination and strategic support.

RESPONSIBILITIES:

Calendar Management and Executive Support

Manage President’s calendar, including scheduling internal and external meetings, booking appropriate spaces and preparing materials if needed; Provide scheduling support for VP for Development, including donor meetings;Anticipate scheduling conflicts and proactively resolve issues as they arise; Work with key staff partners to ensure the President is briefed in advance for meetings with a wide range of donors and groups;Coordinate onsite visits with donors and other high-level guests; Provide general office and administrative support as needed to ensure smooth operations.

Board of Trustees Coordination

Manage the annual calendar of quarterly Board of Trustees and Board Committee meetings; send meeting notifications and track attendance; make arrangements for in-person and virtual meetings;Assist in the preparation and distribution of agendas and supporting materials for all Board of Trustees and Board committee meetings; Maintain up-to-date official records of the Board and its committees, including minutes, membership and contact information, attendance records , and the Trustee page of the Newberry’s website;Serve as a primary informational contact for Trustees, verbally and in writing;Assist with Trustee orientations.

Development Support

Provide customer service for calls and emails that come to the Development office;Assist with the production, editing, and sending of gift acknowledgment letters for donors, including special cards required for Tribute & Memorial gift notifications;Assist Director of Individual Giving in the preparation of monthly solicitation mailings;Oversee the Development webpages, and ensure information is accurate and up-to-date;Assist the Director of Development Events with donor emails, invitations, and events;Assist the Director of Major and Planned Gifts with prospect research;Support the Database Manager with database projects and analysis;Provide additional administrative support for members of the team as needed;

QUALIFICATIONS:

Bachelor’s degree required;2-3 years of professional experience required, administrative experience preferred; Strong writing and editing skills, as well as the ability to communicate verbally with internal and external stakeholders;Ability to meet deadlines and manage several projects simultaneously;Excellent organization skills with keen attention to detail;Highest standards of professionalism, including tact, discretion, confidentiality, and excellent interpersonal skills for interacting with donors, trustees, and executives; Strong computer skills; experience with Raiser’s Edge or another CRM software preferred; experience with Microsoft Office/Outlook suite preferred; Previous experience in administrative support preferred but not required; previous experience in a development or non-profit setting a plus.

SCHEDULE: This is a full-time, exempt position, working 35 hours per week. While normal working hours are generally from 9:00 AM-5:00 PM, Monday through Friday, incumbent will need to work outside these hours, as needed, to accomplish goals and may adjust schedule accordingly with supervisor’s permission. While remote work is possible, the incumbent will work primarily onsite.