Executive Assistant Job at JIREH Workforce Enterprise in Chicago

JIREH Workforce Foundation is a nonprofit organization dedicated to training people for careers that build a better planet. We bridge divides through workforce excellence that transforms lives and industries. Through our clean energy training and workforce development programs, we equip individuals from underserved communities with the education, technical skills, and wraparound services needed to overcome barriers and achieve lasting economic mobility. Our initiatives focus on creating equitable pathways to employment in the clean energy sector by providing comprehensive training, barrier reduction support, and job placement assistance. At JIREH, we believe in taking peoples potential into purpose through empowerment, community, excellence, faith, innovation, transformation, and connection.

Job Summary

The Executive Assistant is a full?time, in?person role that provides comprehensive administrative, operational, and office?management support to the CEO and leadership team. The position ensures daily operations run smoothly, executive priorities are managed effectively, and organizational systems remain structured and efficient. This role requires exceptional organization, communication, discretion, and responsiveness before, during, and after standard business hours. The Executive Assistant manages executive scheduling, correspondence, administrative workflows, and office operations, and serves as a primary point of contact for staff, students, and visitors.

Report to

Chief Executive Officer

Duties and Responsibilities

Administrative

• Provides administrative support and management of operations and platforms.
• Manages complex calendars for the CEO and leadership team, including scheduling, prioritizing, and adjusting meetings.
• Prepares agendas, meeting materials, summaries, and follow?up items.
• Tracks deadlines, commitments, and open tasks to ensure timely completion.
• Drafts, proofreads, and edits correspondence, memos, and documents.
• Maintains an electronic filing system related to office activities, business transactions, expenses, and other matters.
• Monitors and responds to phone calls, emails, mail, and other business communications to ensure timely follow?up, especially priority matters.
• Coordinates executive travel, meetings, and special events as needed.
• Helps create, develop, and automate processes and workflows.
• Supports project tracking, information gathering, reporting, and workflow organization.
• Develops, completes, and maintains forms, templates, and operational documents.
• Assists with vendor coordination, scheduling, and follow?up.
• Supports onboarding preparation and provides administrative support for new hires.
• Oversees daily office operations, ensuring an organized, professional, and welcoming environment.
• Orders, purchases, and maintains office supplies, inventory, and procurement systems.
• Operates, troubleshoots, and schedules services for office equipment.
• Coordinates facility needs, repairs, and service requests.
• Ensures meeting rooms, shared spaces, and administrative areas are properly maintained.
• Supports student and guest check?in processes, as needed.
• Remains available and responsive before and after business hours for priority matters.
• Exercises sound judgment, confidentiality, and professionalism in all interactions.

Client Management

• Helps the organization and clients stay up to date on applicable state, employer legislation, regulations, and compliance.
• Oversees client billing and time tracking.
• Maintains client onboarding and organizational profile.

Knowledge, Skills, Abilities

• Provides administrative and operational support using best practices in a professional setting.
• Familiarity with nonprofit operations or program?based environments.
• Exceptional organization, prioritization, and time management.
• Strong written and verbal communication.
• Proficiency in Microsoft Office 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Ability to manage multiple competing priorities with accuracy.
• Critical thinking and problem solving.
• Works independently and follows through consistently on assignments and open items.
• Maintains confidentiality and manages sensitive information with discretion.
• Demonstrates initiative and a proactive approach to supporting executive leadership and office operations.

Qualifications

• High school or equivalent, required.
• Minimum of three years of experience supporting executives or senior leadership, required.
• Experience in calendar management, office coordination, and administrative workflows, required.
• Proficient in Microsoft Office 365, SharePoint, and Google Workspace, preferred.
• Experience in nonprofit, workforce development, or educational settings, preferred.

Physical Requirements

This position requires regular in?person work, extended periods of computer use, walking within the office environment, lifting up to 25 pounds for office supply management, and the ability to support occasional meeting or event setup.

Travel Requirements

This position requires willingness to travel locally, nationally, and internationally, up to 25%:

• 5% national or international (412 days per year)
• 20% local travel for off?site conferences, meetings, and other business needs

Job Classification and Specifications

• Full time
• Exempt
• Salary: $65,000 $80,000 annually
• Schedule: Monday to Friday, in?person, 8:00?am to 4:30?pm with occasional evenings, weekends, and before/after business hours, as needed
• Work Location: In person, 1528?W.?Adams?Street, Chicago, IL?60607
• 2 remote working days per month may be approved.
• Life Insurance
• 403(b) Available
• Paid time off (80 hours)

Seniority Level

• Mid?Senior level

Employment Type

• Full?time

Job Function

• Administrative

Industries

• Non?profit Organizations