Executive Operations Assistant to the CEO
6 days ago
Chicago
Job Description Job Description Job Title: Executive Operations Assistant to the CEO Status: Full Time FLSA Status: Exempt Department: Office of the CEO Direct Supervisor: CEO Directly Supervisor: N/A Our Vision To disrupt the generational cycle of poverty for the families we serve. Our Mission Marillac St. Vincent Family Services strengthens and amplifies the voices of marginalized communities-in the Vincentian spirit of service-through education and programs tailored to foster thriving families and sustainable communities in Chicago. Our Core Values Our employees commit themselves as individuals to live out the core values of integrity, excellence, creativity, advocacy, respect and empowerment in our daily work, as we serve the needs of others. The Executive Operations Assistant to the CEO serves as a trusted strategic partner to the Chief Executive Officer, supporting not only executive operations but also playing a critical role in donor relations, fundraising campaign coordination, and CEO-led strategic initiatives. This role functions at the intersection of executive leadership, development strategy, and organizational project management, ensuring that the CEO’s time, relationships, and priorities are aligned to advance Marillac St. Vincent Family Services’ mission and long-term sustainability. In preparation for a multi-year fundraising campaign, this position acts as a primary coordination hub for CEO-led donor engagement, working closely with the Development Team while maintaining the highest standards of professionalism, discretion, and relational intelligence. In preparation for a multi-year fundraising campaign, this position acts as a primary coordination hub for CEO-led donor engagement, working closely with the Development Team while maintaining the highest standards of professionalism, discretion, relational intelligence, and ethical judgment. This role requires sound judgment, political acumen, and the ability to operate effectively in high-stakes, relationship-driven environments involving senior leadership, board members, and major donors. Duties and Responsibilities Executive & Organizational Support • Serve as the primary point of contact between the CEO and internal and external stakeholders., • Manage the CEO’s calendar, priorities, and meeting flow with a strategic lens toward donor and campaign objectives., • Coordinate meetings with external partners, funders, and community stakeholders., • Handle high-level correspondence, briefing materials, and follow-up on behalf of the CEO., • Manage CEO expense reporting and confidential records., • Anticipate CEO needs and proactively manage information, materials, and logistics., • Serve as a Donor Liaison to key individual, foundation, and institutional donors connected to the CEO., • Partner closely with the Chief Development Officer and Development Team to:, • Coordinate donor meetings involving the CEO, • Prepare donor briefing materials and follow-up communications, • Track donor engagement activity and next steps, • Maintain accurate, timely moves management records in Raiser’s Edge, ensuring donor interactions, strategies, and outcomes are documented., • Act as a steward of donor relationships, ensuring consistent, thoughtful, and professional engagement aligned with MSV values., • Support cultivation, solicitation, and stewardship activities connected to the CEO’s donor portfolio., • Serve as a central coordination point for the CEO’s role in a multi-year fundraising campaign., • Manage and track CEO involvement in:, • Campaign-related donor meetings, • Campaign events and briefings, • Major gift proposals and presentations, • Coordinate across Development, Finance, Programs, and Communications to ensure CEO-facing campaign deliverables are aligned and on schedule., • Prepare timelines, task lists, and briefing documents to support effective campaign execution., • Serve as liaison between the CEO and Board of Trustees and Committee Chairs., • Coordinate Board and Committee meetings, materials, minutes, and resolutions., • Maintain official board records and governance documents., • Support preparation for and execution of the Annual Board Meeting., • Manage and coordinate key CEO-led strategic initiatives and cross-functional projects., • Track milestones, risks, and deliverables related to enterprise priorities., • Collaborate with Senior Leadership Team members to advance project goals., • Prepare regular status updates and decision briefs for the CEO., • Authorized to coordinate meetings, communications, and follow-up on behalf of the CEO., • Authorized to communicate timelines, next steps, and deliverables as directed by the CEO., • CEO time is optimized around strategic, fundraising, and organizational priorities., • Donor engagement activities involving the CEO are accurately documented and advanced in partnership with Development., • CEO-led campaign activities remain on schedule and well-coordinated across departments., • Board and governance processes are executed with professionalism, accuracy, and timeliness., • Bachelor’s degree required in Communications, Public Relations, Nonprofit Management, Social Work, Public Administration, Marketing, Community Development, or a related field., • Minimum of 7–10 years of progressive leadership experience in external affairs, community engagement, volunteer management, public relations, development, or nonprofit leadership., • Demonstrated experience building and sustaining community partnerships, coalitions, and cross-sector collaborations., • Proven experience leading volunteer programs, including recruitment, training, supervision, recognition, and program evaluation., • Experience working within social services or community-based organizations serving diverse and vulnerable populations., • Experience collaborating with executive leadership, program leaders, and external stakeholders. Standard Responsibilities • AdherestoallpoliciesandproceduresasoutlinedintheMarillacSt.VincentEmployeeHandbook., • Participatesinsupervision,coachingandstaffmeetingsasrequiredbydepartment., • Attends required professional development and trainings., • Bachelor’s degree required., • 5–7 years of relevant executive support or development experience., • Fluency in Raiser’s Edge required (or other CRM)., • Familiarity with Smart Sheets (or other project management tools), • Exceptional organizational, communication, and project management skills., • High degree of discretion, professionalism, and ethical judgement., • Demonstrated ability to navigate complex organizational dynamics with sound judgment and emotional intelligence. This role operates in a fast-paced, mission-driven environment requiring flexibility, proactive problem-solving, and comfort managing shifting priorities in support of executive leadership and organizational goals. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The applicant must submit to a criminal background check and adult abuse and neglect screening and maintain a cleared status throughout employment. The applicant must submit MMR, Tdap and pass a TB and immunization health screen upon hire and update TB/physicals as required by the licensing standards.