Executive Assistant to the CEO

Job Title: Executive Assistant

Reports To: CEO \& President

Team: Executive Office

Location: Chicago, IL or United States (Remote)

Date: March 2026

Compensation: $61,400 to $76,700

Job Summary: The Executive Assistant provides high\-level administrative and strategic support to the Chief Executive Officer. The role manages complex scheduling, prepares executive\-level materials, and facilitates communication with the Executive Team, Board of Directors, donors, and key external stakeholders. This position requires exceptional organizational skills, strong judgment, discretion, and the ability to manage multiple priorities in a fast\-paced, mission\-driven environment.

Duties and Responsibilities:

Executive Support

• Maintain organized systems and consistent processes for managing the CEO’s schedule, communications, and key commitments while adapting quickly to changing priorities, such as rescheduling meetings, adjusting plans, and communicating updates to stakeholders as needed.
• Proactively manage follow\-up tasks, communications, and logistics related to the CEO’s priorities, making routine decisions independently and coordinating with the Executive Team to keep work moving when the CEO is unavailable or traveling.
• Manage the CEO’s calendar, prioritizing meetings, travel, and commitments to ensure alignment with organizational priorities.
• Prepare and organize briefing materials, reports, presentations, and correspondence for internal and external meetings. This includes coordinating with internal staff to ensure the CEO is prepared to effectively engage with donors, food bankers, and other external stakeholders.
• Coordinate domestic and international travel, including hotel booking, itineraries, visas, transport and other related logistics, and expense reporting.
• Draft, edit, and manage high\-level communications on behalf of the CEO.
• Serve as a trusted liaison between the CEO and internal/external stakeholders.

Executive Team Coordination

• Coordinate Executive Team meetings including scheduling, agenda preparation, and follow\-up on action items.
• Support cross\-departmental communication and ensure alignment of priorities across leadership.
• Assist in tracking strategic initiatives and leadership priorities.

Board of Directors Support

• Manage logistics for Board and committee meetings (in person and virtual), including scheduling, agenda coordination, and distribution of materials.
• Event planning and logistical support for in\-person board gatherings – which includes international travel, and partner field visits, including coordination with member food banks and host organizations.
• Maintain Board records, governance documents, and meeting minutes.
• Coordinate communication between the CEO, Board members, and committees.
• Support the preparation of board reports, presentations, and governance documentation.

Project \& Administrative Management

• Assist with the planning and execution of special events as assigned (e.g., partner receptions as part of conferences or Board Meetings).
• Manage special projects on behalf of the CEO, including research, coordination, and follow\-through.
• Track key initiatives and ensure deadlines and commitments are met.
• Maintain confidential files and organizational records.
• Identify opportunities to improve administrative systems and processes within the Executive Office.
• Performs all other duties as assigned