Executive Assistant Job at Inner-city Muslim Action Network in Chicago

Overview

The Executive Assistant (EA) to the Founding Executive Director (FED) and Chief Executive Director (CED) serves as a critical strategic partner and administrative lead, supporting the highest levels of leadership at IMAN. This individual will help ensure that the FED and CED can focus on high-impact leadership responsibilities by managing key priorities, facilitating communication, and supporting cross-functional initiatives.

This role demands exceptional organizational skills, emotional intelligence, discretion, and a deep alignment with IMAN’s mission. The ideal candidate is resourceful, proactive, and able to Thrive in a dynamic, mission-driven environment.

Key Responsibilities

• Executive Support
  • Manage and maintain the calendars of the FED and CED, including scheduling appointments, meetings, and travel logistics.
  • Prioritize and coordinate both leaders’ commitments to optimize time management and strategic focus.
  • Prepare and/or support the creation of briefing materials, presentations, reports, and talking points for meetings and public engagements.
  • Serve as a liaison between the FED/CED and internal/external stakeholders, ensuring timely, professional, and mission-aligned communication.
  • Manage and prioritize incoming communications (emails, calls, requests), responding or flagging items for leadership attention as needed.
• Board & Leadership Support
  • Assist with preparation for Board meetings: scheduling, compiling materials, documenting minutes, and tracking follow-ups.
  • Support coordination across executive leadership to align with organizational goals and key initiatives.
  • Track and support action items, strategic priorities, and organizational deliverables connected to FED/CED leadership roles.
• Operations & Project Support
  • Lead or assist with special projects on behalf of the FED/CED, including organizational development efforts, external engagement strategies, and internal systems improvement.
  • Support development and fundraising efforts by coordinating donor meetings, preparing materials, and tracking follow-up actions.
  • Assist in coordinating major events, leadership convenings, and public engagements.
  • Monitor timelines, KPIs, and deliverables related to leadership initiatives.
• Organizational Representation
  • Represent the FED/CED in meetings when requested, ensuring continuity of leadership presence.
  • Actively uphold and promote IMAN’s mission, values, and vision in all internal and external interactions.

Required Qualifications

• Bachelor’s degree or equivalent combination of education and professional experience.
• Minimum of 5 years in a high-level executive support or administrative leadership role.
• Demonstrated ability to handle sensitive and confidential matters with integrity and discretion.
• Excellent written and verbal communication skills.
• Highly organized, with keen attention to detail and strong follow-through.
• Proficiency in Google Workspace and Microsoft Office Suite.

Preferred Qualifications

• Experience in a nonprofit, community-based, healthcare, or justice-focused organization.
• Familiarity with community health and/or social justice initiatives.
• Strong understanding of leadership coordination in mission-driven environments.

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, or time-sensitive tasks 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.