Executive Assistant to the Chief Operating Officer

Description: Title: Executive Assistant to the Chief Operating Officer Employee Status: Full Time - Exempt Salary: Grade 4Starting range of $75,000 - $96,000 Reports to: President & Chief Operating Officer Matrix Reporting: Chief of Staff to the Chief Operating Officer Department: Enterprise Operations - Executive Location: Chicago, IL Hybrid: In office T/W | WFH M/Th/F

Department Function: Enterprise Operations (EO) provides the structural spine required to translate IFF’s strategy into coordinated, disciplined execution across the organization. EO’s role is stewardship, integration and prioritization at the enterprise level. The work of EO spans four domains: Strategy & Enterprise Intelligence; Risk, Compliance & Legal; Core Operations & Infrastructure; and Organizational Effectiveness Support.

The Organization IFF is a mission-driven lender, real estate consultant, and developer that helps communities thrive. Key to our success has been a deep sense of purpose, a broad perspective, and a relentless focus on achieving positive results. Across the Midwest we help clients from every sector, including human service agencies, health centers, schools, affordable housing developers, and healthy food grocery operators. Staff contribute extensive business experience and an unrivaled connection to the mission of IFF to the clients we serve.

Equity, Diversity, and Inclusion Partnering to create thriving communities is at the heart of everything we do. We leverage knowledge, capital, and resources to advance equitable and transformational outcomes in under-resourced communities, guided by our commitment to be an

inclusive, anti-racist and anti-oppressive institution that honors communities as asset-rich and as experts in their own stories.

Basic Job Function Reporting directly to the Chief Operating Officer (COO), with matrix reporting to the Chief of Staff to the COO (CoS), the Executive Assistant to the COO (EA) serves as a strategic partner and trusted advisor, providing high-level, solutions-oriented, and confidential thought partnership and administrative and executive support to the COO and CoS, anticipating needs, identifying priorities, and proactively managing workflows. This role goes beyond administrative tasks to include project ownership, cross-functional coordination, and proactive problem-solving. The EA is expected to exercise independent judgment, manage sensitive information with discretion, and lead initiatives that enhance executive effectiveness and organizational impact. The EA plays a critical role in driving operational excellence, supporting governance, and fostering a culture of collaboration, inclusion, and accountability across the organization.

The ideal individual must have a demonstrated ability to exercise sound judgment in various situations, maintain confidentiality, have strong problem-solving, written, and verbal communication skills, possess strong administrative and organizational skills, and maintain a realistic balance among multiple priorities. The EA will be able to work independently on projects, from conception to completion, and at times must be able to work under pressure to handle various activities and confidential matters with discretion.

IFF is looking for candidates with a commitment to the work we do who can demonstrate their creativity, diligence, enthusiasm, growth-mindset, thoughtfulness, and passion to make meaningful change in the areas of economic and racial justice.

Requirements Core Responsibilities:

• Owns and optimizes executive workflow through highly effective management and maintenance of the COO’s complex calendar of appointments, travel, and meetings. Plans, coordinates, and ensures the COO’s schedule is followed and respected using sound judgment and applied learning to inform prioritization and sequencing. Serves as both gatekeeper and gateway, creating win-win situations for direct access to the COO’s time and office.
• Works closely and effectively with the COO and CoS to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Reading, researching, collecting, and analyzing information as needed, in advance. Provides comprehensive administrative assistance to the COO and CoS, including making travel arrangements, maintaining organized digital and physical filing systems, and managing the radar list. Prepares …