Senior Executive Assistant

Erie Neighborhood House has provided the most comprehensive support immigrant and low-income families in Chicago need to thrive and has constantly evolved to meet their needs. Today, Erie House is a modern social services nonprofit with programming and resources for children and youth, mental health and community wellness, adult education and training, legal services, and more. Through these programs, we empower the people we work alongside to build powerful communities.

The full-time Senior Executive Assistant will be a position in the Administration Department, directly impacting the immigrant community within the Chicagoland area and beyond. Reporting to the Executive Director, the Senior Executive Assistant’s basic function is to provide direct support to the Executive Director.

In return for your commitment to Erie House and its mission to the community, you will enjoy excellent professional development and growth opportunities and have direct impact in building powerful communities. Be a part of one of the oldest and most respected Settlement Houses in the Chicago Land Area.

POSITION RESPONSIBILITIES:

Executive Support:

• Provide high-level administrative support to the Executive Director including managing calendar, scheduling meetings and appointments, and coordinating travel arrangements.
• Monitor and respond to emails on behalf of the Executive Director ensuring timely follow-up, prioritization, and efficient information flow.
• Draft, edit, proofread, and prepare internal and external communications, including emails, memos, letters, reports, and presentations for various stakeholders.
• Reconcile and submit expense reports for the Executive Director and other Senior team members as needed.
• Operate with a high degree of independent judgment and professional character in working with the Executive Director and Leadership on overall administrative business and general agency matters.
• Conduct research to support strategic initiatives and decision-making and follow up on incoming issues addressed to the Executive Director.
• Coordinate special projects and cross-departmental initiatives as assigned by the Executive Director.
• Manage confidential and sensitive information with discretion.

Board Relations & Governance Support:

• Serve as a liaison to Board members, ensuring timely communication, follow-up, and coordinated responses to inquiries and requests.
• Collaborate with the Executive Director and Board President to prepare agendas for Board, Executive Committee, and committee meetings.
• Plan, schedule, and coordinate logistics for all board and committee meetings, including materials preparation, distributing board packets, and logistical arrangements.
• Document and maintain accurate minutes for Board meetings and other key conversations involving staff and community partners.
• Maintain and update Board documents, including rosters, terms, committee assignments, attendance records, annual conflict of interest attestations, and meeting minutes.
• Ensure compliance with governance requirements, bylaws, and best practices.
• Support board recruitment, onboarding, and engagement strategies in partnership with the Executive Director and senior leadership.

Organizational Coordination & Strategic Support:

• Track progress on special projects involving the Executive Director ensuring deadlines are met, and stakeholders are informed.
• Partner with senior leadership to ensure alignment between board activities, organizational priorities, and strategic plan execution.
• Create and manage the All-Staff meeting schedule, assigning departmental hosts.
• Coordinate with all agency departments to create and maintain the agency-wide calendar, ensuring it is consistently updated and accessible via the shared SharePoint resource page.
• Collaborate with the Development team and Executive Director to support donor and funder engagement activities, including drafting and sending communications on behalf of the Executive Director.
• Support planning and execution of board-related and organizational events, retreats, and recognition activities.
• Represent the Executive Director office with professionalism when interacting with staff, board members, donors, and external stakeholders.
• Perform other duties as assigned to support the Executive Director and organizational priorities.

REQUIREMENTS:

• High school diploma or GED equivalent is required; bachelors preferred.
• At least 5 years of experience. as executive assistant or similar position; preferably with nonprofit agencies.
• Excellent organizational and project management skills.
• Excellent written and verbal communication skills.
• Must be able to work independently and work in a team setting with a demonstrated ability to foster positive, collaborative relationships with diverse stakeholders.
• This position requires a high level of administrative skills and professionalism.
• Ability to handle confidential situations and information with absolute discretion.
• Proficiency with Microsoft Office Suite.
• Meeting and event planning experience helpful.
• Bilingual skills (English/Spanish), spoken and written are preferred.

TEAM MEMBER BENEFITS:

• Compensation of $60,000 – $65,000 / salary based on experience
• Work / life integration
• Generous paid time off

(examples below for full-time employment)

• 12 accrued sick days per year
• 3 personal days
• Paid birthday off
• 8 paid holidays, including Juneteenth
• In addition to above paid holidays, paid week off between Christmas Eve and New Year’s Day
• Vacation
• Year 1 = 8 days
• Year 2 = 13 days
• Year 3 + = 20 days
• Access to alternative and flexible work schedules and personal leave, where possible
• Two-weeks fully paid Parental Leave, for eligible employees
• Time off for school conferences and activities as well as bereavement leave
• Professional Development
• Employer-sponsored learning and development programs
• Paid day off annually for personal professional development
• Tuition Assistance & Debt Relief Program, as budget allows
• DEI Council-sponsored education and engagement series
• Wellness support
• Employer-sponsored health, dental, and vision insurance
• Employer-paid life insurance
• Voluntary life and AD&D and short and long-term disability
• Flexible Spending Accounts for medical, vision and dependent care
• 403b with employer match
• Employee Assistance Program
• Yoga, Zumba and Book Club, when onsite

Non Union/Exempt

Erie Neighborhood House is dedicated to creating a workforce that promotes and supports diversity and inclusion. We provide equal employment opportunities to all individuals without discrimination. Applicants requiring reasonable accommodation for any part of the application and hiring process should contact us at [email protected] .

NO TELEPHONE CALLS PLEASE!
MUST BE A MEMBER OF AFSCME OR JOIN AFTER 30 DAYS
ERIE NEIGHBORHOOD HOUSE IS AN EQUAL OPPORTUNITY EMPLOYER
ACCREDITED BY NAEYC & NATIONAL AFTER SCHOOL ASSOCIATION
RECOGNIZED BY DEPARTMENT OF JUSTICE;
UNITED WAY MEMBER

Since 1870, Erie Neighborhood House has provided the most comprehensive support immigrant and low-income families in Chicago need to thrive and has constantly evolved to meet their needs. Today, Erie House is a modern social services nonprofit with programming and resources for children & youth, mental health & community wellness, adult education & training, legal services, and more.