Executive Assistant

About the Evanston Community Foundation

The Evanston Community Foundation (ECF) mobilize community resources to drive systemic social change and build a thriving, resilient Evanston. We achieve this by:

• Investing in the community with a long-term and sustainable perspective
• Empowering leaders to foster innovation and collaboration
• Prioritizing community voice and choice

Established in 1986, the Foundation awards grants of $1.25 million annually to support a more vibrant, just, and inclusive community. ECF has grown rapidly since 2001 and has become an ever more effective catalyst for community change. Assets have grown from $3 million in 2001 to more than $38 million, and the current operating budget is $2 million. The staff includes thirteen employees supported by a twenty one-member board of community members.

At the end of 2021, the ECF Board approved a bold new strategic plan with three core goals:

1. Promote and advocate for systemic racial justice and equitable opportunity by uniting partners across philanthropy, nonprofits, business, and government, to permanently strengthen our community.

2. Inspire and galvanize community giving to respond to immediate and future needs, focus on racial justice, and build future philanthropic leaders.

3. Harness community expertise of those most impacted by structural racism to identify and invest in holistic solutions, resulting in a more equitable and interconnected community that works for all.

ECF is accredited by the Community Foundation National Standards Board, maintaining a commitment to use best practices for community foundations across the country, and is a member of the Alliance of Illinois Community Foundations.

Position Overview

The Executive Assistant (EA) role is an exciting opportunity for a highly organized, detail-oriented individual to contribute to the seamless functioning of ECF. The EA is a critical member of the ECF team and is the gatekeeper for the President and CEO, the primary point of contact for the Board of Directors, and a key support to the Philanthropy and Communications team. We are seeking candidates who can work independently and effectively, and who are flexible, resourceful, who take initiative and are attentive to detail. This role includes administrative, analytical, research, and database management duties.

The EA will play a pivotal role in ensuring the efficient operation of the organization. They will serve as the primary point of contact between the President and CEO and stakeholders, requiring exceptional communication skills and a high level of professionalism. The EA will need to anticipate needs, exercise sound judgment, and maintain confidentiality in order to be successful in this role.

Our Ideal Candidate Will Posses

• A bachelor's degree and 2-3 years of experience providing high-level administrative support to senior executives, or a comparable combination of education and experience. Candidates without a bachelor’s degree, who possess the necessary experience and skills, are still encouraged to apply.
• Experience working with Board of Directors, managing multiple schedules, and executing logistics for Board meetings and events
• Strong customer service orientation and solid interpersonal, verbal, and written communication skills
• Advanced computer proficiency (Microsoft Suite: Word, Outlook, Excel, SharePoint), cloud-based systems and communication tools (Teams, Canva, Survey Monkey, Mail Chimp)
• Dedication to learning new tools and technology
• Demonstrated commitment to ongoing anti-racist and/or Diversity, Equity, and Inclusion learning
• Strong organizational skills with demonstrated ability to prioritize competing demands in a fast-paced environment, while maintaining attention to detail
• Ability to work independently with minimal supervision, as well as collaboratively as part of a team.
• Demonstrated ability to think strategically and anticipate the needs of the President and CEO, with a proactive approach to problem-solving and decision-making.
• Strong analytical skills with the ability to gather, analyze, and present data to support decision-making and strategic priorities.
• Commitment to professional growth and continuous learning, with a willingness to take on new responsibilities and challenges to support the organization's mission and goals.

Executive Assistant Key Responsibilities

• Administrative Support: Manage the President and CEO's calendar, prepare agendas, emails and other materials for meetings as needed. Handle incoming calls and correspondence, prioritizing and responding as appropriate.
• Relationship Management: Serve as liaison for Board of Directors. Cultivate positive relationships with internal staff, community, board members, donors, and external partners on behalf of the President and CEO.
• Event Coordination: Assist in planning and coordinating special events, board meetings, and other gatherings, including some fundraising events.
• Financial Administration: Assist with expense reporting other financial tasks as needed for the President and CEO. Coordinate with the finance department to ensure timely submission of receipts.
• Project Support: Provide project management support for initiatives led by the President and CEO. Monitor project timelines and deliverables, proactively identifying and addressing potential issues.
• Confidentiality and Discretion: Handle sensitive information with the utmost discretion. Exercise good judgment in managing confidential matters and escalating concerns when necessary.
• Proactive Problem-Solving: Anticipate challenges and proactively identify solutions to address issues before they arise. Take initiative to streamline processes, improve efficiency, and enhance the effectiveness of the organization.
• Project Coordination: Lead special projects and initiatives as assigned by the President and CEO, taking ownership of project deliverables and timelines.
• Meeting Preparation and Support: Collaborate closely with the President and CEO to prepare for meetings, including conducting research, gathering relevant materials, and drafting agendas. Attend meetings alongside the President and CEO to provide real-time support. After meetings, assist in synthesizing meeting outcomes and preparing follow-up materials and summarizing action items.

Compensation and Other Details

The position is 40 hours/week, with a hybrid of remote and in-person work in Evanston, IL. The candidate must be available for occasional evening and weekend events to align with the Foundation’s work. This position is full-time and exempt. The salary range for the role is $57,000-$65,000 annually; the compensation package also includes a group health HMO/PPO, dental, and vision (paid for 80% by ECF for all employees and dependents); short- and long-term disability; life insurance; 403b retirement plan including a match; and a generous vacation and holiday schedule.

Our Search Process

One of ECF’s core principles is our focus on equity. We believe in inclusion and the richness of ideas and perspectives and actively invite a diversity of candidates to consider our opportunity. Studies have shown that marginalized communities are less likely to apply to jobs unless they meet every single qualification. We would encourage you to still apply even if you don’t meet every single skill listed, or your past experience doesn’t align perfectly with the role.

We also believe it is vitally important to provide a safe working environment for our employees, volunteers, and visitors to reduce the risk of exposure to, or spreading of the COVID-19 virus. It is a requirement of employment that every staff member will receive all recommended doses of the COVID-19 vaccine, according to schedules published from time to time by the Centers for Disease Controls and Prevention (CDC), except if a reasonable accommodation has been granted based upon disability or religion.

How to Apply

If you would like to be considered for our Executive Assistant opportunity, please send a resume and a cover letter to ecfsearch@evanstonforever.org. Indicate in the subject line: “YOUR NAME – Executive Assistant”. For best consideration, materials should be submitted by June 28, 2024.