Executive Assistant

This is a fully onsite role in Chicago, Illinois.

Start Date: ASAP

Location: Downtown Chicago, Illinois

Duration: 3 months with potential for extension

Schedule: Monday - Friday | 8:00am - 5:00pm

Compensation: $35/hour

Our client, a mission-driven non-profit in the hardtech space, seeks an Executive Assistant for a few key C-Suite executives. The ideal candidate is comfortable in a small, entrepreneurial, mission-driven environment, exercises good judgment, balances competing priorities, and can work independently from concept to completion.

Please note this is a confidential search — the client's name will be shared with candidates who advance to the interview stage.

RESPONSIBILITIES:

• Manage an extremely active calendar; complete expense reports; compose confidential correspondence; arrange complex travel plans, itineraries, and agendas; compile meeting-prep materials
• Act as scheduling “gatekeeper,” ensuring the CEO's time is protected and well-managed
• Triage the CEO's incoming email, routing items to the right team member and surfacing high-priority items
• Serve as a communication bridge between the CEO's office and internal departments; maintain credibility and trust with senior staff
• Keep the CEO informed of upcoming commitments; act as an organizational “barometer,” flagging relevant issues proactively
• Draft acknowledgment letters, personal correspondence, and other CEO-facing deliverables
• Record and organize minutes for internal and board meetings
• Maintain CRM notes and contact records for the CEO, keeping stakeholder interactions and follow-ups to date
• Support drafting of social media posts, editorial research, and copyediting as needed
• Maintain filing/retrieval systems and historical records of meetings
• Take on other administrative and special-project tasks as needed, including learning new software platforms

QUALIFICATIONS:

• 3+ years of executive support experience
• Strong organizational skills; able to prioritize multiple tasks with excellent attention to detail
• Strong interpersonal skills; able to build relationships with staff, board members, external partners, and donors
• CRM database experienced preferred
• Calendar management
• Expense reporting
• Expert-level written and verbal communication
• Proactive problem-solving and strong decision-making
• Emotional maturity and discretion with confidential information
• Effective both independently and as part of a team
• Comfortable in a fast-paced environment with competing demands

City Staffing is committed to diversity, equity, and inclusion (DEI) in all aspects of our business. As a women-owned and operated business, WBE certified, we recognize the importance of creating an inclusive and welcoming work environment for all individuals regardless of age, race, creed, color, national origin, sex, ability, marital status, gender identity and/or expression, or sexual orientation.