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Executive Assistant

2 weeks ago

Chicago, Illinois, United States Inner City Muslim Action Network Full time $60,000 - $80,000 per year

OVERVIEW:

The Executive Assistant (EA) to the Interim CEO will serve as a key partner, providing high-level administrative and strategic support to the Interim CEO of Health Center. This individual will be critical in ensuring that the Interim CEO's time and attention are optimized, and that leadership activities across the organization are well-coordinated and aligned with IMAN Health Center's mission and values.

This role requires exceptional organizational skills, discretion, emotional intelligence, and a proactive approach to problem-solving. The ideal candidate is mission-driven, resourceful, and able to work both independently and collaboratively in a fast-paced environment.

KEY RESPONSIBILITIES:

Executive Support

  • Manage and maintain the Interim CEO's calendar, including scheduling appointments, meetings, and travel arrangements.
  • Prioritize and coordinate the Interim CEO's commitments to ensure effective time management.
  • Prepare briefing materials, reports, presentations, and talking points for meetings, events, and speaking engagements.
  • Serve as a liaison between the Interim CEO and internal/external stakeholders, maintaining professional communication at all times.
  • Manage incoming communications (emails, calls, requests), flagging priorities and responding on behalf of the Interim CEO as appropriate.

Board & Leadership Support

  • Assist in preparation for Board of Directors meetings, including scheduling, compiling materials, and recording minutes.
  • Coordinate with executive leadership to ensure alignment on organizational goals, deliverables, and cross-functional initiatives.
  • Support the Interim CEO's involvement in strategic initiatives, tracking action items and follow-ups across teams.

Operations & Project Management

  • Lead or support special projects at the direction of the Interim CEO, including research, policy development, and organizational improvement efforts.
  • Assist with donor and partner engagement, event coordination, and other external affairs.
  • Track deadlines, deliverables, and KPIs tied to the Interim CEO's strategic priorities.

Organizational Representation

  • Represent the Interim CEO in internal and external meetings when necessary.
  • Uphold and promote IMAN's mission, vision, and values in all professional interactions.

REQUIRED QUALIFICATIONS:

  • Bachelor's degree or equivalent professional experience.
  • Minimum 5 years of experience in a high-level administrative or executive support role.
  • Proven ability to handle sensitive and confidential information with discretion.
  • Strong written and verbal communication skills.
  • Highly organized with exceptional attention to detail and follow-through.
  • Proficiency in Google Workspace and Microsoft Office Suite.

PREFERRED QUALIFICATIONS:

  • Experience in a nonprofit, healthcare, or mission-driven organization.
  • Familiarity with community health and/or justice-based initiatives.
  • Project management experience or certification (e.g., PMP, Asana, Trello).

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT:

  • Prolonged periods of sitting at a desk and working on a computer.
  • May need to travel locally between IMAN sites or external meeting locations.
  • Ability to work occasional evenings or weekends for events or board meetings, as needed.

GENERAL SKILLS AND COMPETENCIES:

  • Exceptional Organizational Skills – Demonstrates the ability to efficiently coordinate complex schedules, manage multiple projects simultaneously, and maintain structure in a fast-paced environment with minimal supervision.
  • Confidentiality & Discretion – Trusted with sensitive information; maintains the highest level of integrity and confidentiality.
  • Strategic Communication – Skilled in drafting, editing, and conveying clear and culturally competent communications on behalf of leadership.
  • Time & Task Management – Efficient in handling competing deadlines, shifting priorities, and urgent matters with calm and focus.
  • Stakeholder Relations – Strong interpersonal skills; able to build relationships with diverse internal and external stakeholders, including board members, donors, and community leaders.
  • Cultural Competency – Demonstrates understanding and sensitivity to the experiences and needs of underserved and marginalized communities.
  • Proactive Problem-Solving – Anticipates challenges and initiates solutions before issues escalate.
  • Tech Savvy – Proficient in productivity tools (e.g., Microsoft Office, Google Workspace, Zoom) and adaptable to new platforms and systems.
  • Event & Meeting Coordination – Experienced in planning and executing high-level meetings, retreats, and events with attention to detail.
  • Mission Alignment – Deep commitment to IMAN's values of healing, organizing, and transformation within urban communities.

BENIFTIS:

  • Medical, Dental, Vision
  • Flexible Spending Account (FSA)
  • 401(K)
  • Vacation, Sick, and Personal days
  • Paid Parental Leave
  • Life and Disability Insurance

IMAN is an Equal Employment Opportunity ("EEO") Employer. Veterans and individuals with disabilities are encouraged to apply. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.