Executive Assistant

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 followup.
• Prepare correspondence, reports, presentations, briefs, and other executivelevel 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 followup 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 fu…