Executive Assistant

Covenant House Illinois (CHIL), founded in 2017, provides critical protection and resources for youth ages 18–24 experiencing homelessness across Chicagoland and Illinois. Through trauma-informed, harm-reduction, and youth-centered services including shelter, workforce development, education, and clinical support CHIL empowers young people to achieve long-term stability and independence. With continued growth and expansion, CHIL is committed to strengthening service delivery through strong compliance, quality assurance, and data-driven decision-making.

Position Summary

The Executive Assistant serves as the primary administrative support to the Chief Executive Officer and Executive Office. This position is responsible for managing executive communications, coordinating schedules, supporting Board activities, preparing reports and presentations, and ensuring the efficient operation of the Executive Office. The ideal candidate is highly organized, detail-oriented, professional, and capable of handling confidential information while managing multiple priorities in a fast-paced nonprofit environment.

Essential Duties and Responsibilities

Executive Support

• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, travel, and events.

• Serve as the primary point of contact for internal and external stakeholders seeking access to the CEO.

• Screen, prioritize, and respond to communications on behalf of the CEO as appropriate.

• Draft, edit, and prepare correspondence, reports, presentations, agendas, and other documents.

• Coordinate meeting logistics, including scheduling, room reservations, technology needs, and catering arrangements.

• Prepare briefing materials and meeting packets for executive meetings and external engagements.

• Maintain strict confidentiality regarding organizational, personnel, donor, and youth-related matters.

Board Governance Support

• Coordinate Board of Directors and committee meetings.

• Prepare and distribute meeting agendas, board packets, and supporting materials.

• Record and distribute meeting minutes and maintain official board records.

• Track board action items and support follow-up communication as directed by the CEO.

• Maintain board calendars and support board member onboarding and engagement activities.

Administrative Operations

• Organize and maintain executive files, records, and document management systems.

• Support audit, accreditation, grant, and compliance activities through document collection and organization.

• Assist with preparing reports, presentations, and data summaries for executive and board review.

• Monitor and maintain office supply inventory for the Executive Office.

• Coordinate executive travel arrangements and process related documentation and expense reports.

• Support special projects and organizational initiatives assigned by the CEO.

• Tracks KPI’s and assist with managing KPI data

Communication & Relationship Management

• Facilitate communication between the CEO, leadership team, staff, board members, donors, and external partners.

• Ensure timely follow-up on requests, meeting outcomes, and assigned action items.

• Represent the Executive Office professionally and courteously in all interactions.

• Support organizational events, leadership meetings, donor functions, and board activities as needed.

Qualifications

Education & Experience

• Bachelor’s degree preferred; equivalent education and experience may be considered.

• Minimum of 5 years of experience supporting a senior executive, CEO, or executive leadership team.

• Experience in a nonprofit, human services, healthcare, education, or related environment preferred.

• Experience supporting board governance activities strongly preferred.

Knowledge, Skills & Abilities

• Exceptional organizational and time management skills.

• Strong written, verbal, and interpersonal communication skills.

• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).

• Ability to manage multiple priorities while maintaining attention to detail.

• Strong problem-solving and critical thinking abilities.

• Ability to maintain confidentiality and exercise sound judgment.

• Professional, diplomatic, and customer-service-oriented approach.

• Ability to work independently and collaboratively across departments.

Working Conditions

• Primarily office-based with occasional evening or early morning meetings…