Job Description
Job Description
Part Time Executive Assistant (27 Hours a Week)
The hourly rate range for this position is $36.00 to $38.00. Benefits available to contract professionals, include medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k)plan. Visit roberthalf.gobenefits.net for more information.
We are looking for an experienced Executive Assistant to provide comprehensive administrative and operational support to the Executive Director and organizational leadership. This role will play a key part in ensuring smooth governance, donor relations, and executive office operations within a dynamic nonprofit environment. The ideal candidate will possess exceptional organizational abilities, strong attention to detail, discretion, and a proactive approach to managing priorities and anticipating needs. This is a long-term contract position based in Oak Park, Illinois.
Responsibilities:
• Oversee the Executive Director’s calendar, travel arrangements, meeting coordination, and correspondence to ensure all engagements are effectively managed.
• Prepare detailed agendas, materials, and meeting briefs to ensure the Executive Director is fully equipped for all commitments.
• Coordinate board and committee activities, including scheduling, distributing materials, managing logistics, and maintaining governance records.
• Administer donor management systems, ensuring accurate data entry, reporting, and tracking of contributions.
• Facilitate donor engagement efforts, including thank-you notes, touch-point cards, and other relational activities.
• Manage executive office operations, including auditing processes, reviewing contracts, and ensuring timely completion of administrative workflows.
• Organize and maintain executive files securely in both digital and physical formats.
• Plan and execute executive-led meetings, special events, and staff gatherings, ensuring all logistics and materials are prepared.
• Draft and edit executive communications, presentations, and reports using tools such as Canva to create high-quality and visually appealing materials.
• Support staff operations and maintain organizational standards, providing guidance and oversight in the Executive Director’s absence.
Our specialized recruiting professionals apply their expertise and utilize our proprietary AI to find you great job matches faster.
• Minimum of 5 years of experience as an Executive Assistant or in a similar administrative role.
• Proficient in managing complex calendars and coordinating travel arrangements.
• Skilled in preparing executive-level meeting materials and correspondence.
• Experience with donor management systems and maintaining data integrity.
• Strong ability to create detailed presentations, reports, and infographics using Canva.
• Exceptional organizational skills and attention to detail in managing files and workflows.
• Ability to work independently while collaborating effectively with diverse teams.
• Sound judgment, discretion, and adaptability in a fast-paced environment.