Provides high-impact support and strategic coordination of the CEO’s schedule as part of a collaborative Office of the CEO team, partnering closely with the Chief of Staff and Director of Executive Communications. This role is central to advancing the organization’s mission, ensuring the CEO’s time is aligned with key priorities and meaningful impact.
As a primary point of contact for internal and external stakeholders, the Executive Assistant represents the Office of the CEO with professionalism and purpose, fostering an inclusive, responsive, and mission-driven experience where all constituents feel valued and connected.
Responsibilities
- Manages the CEO’s calendar with a strategic, short- and mid-term lens—prioritizing time based on purpose, impact, and stakeholder needs. Serves as the central coordination point, ensuring alignment with key objectives while protecting time for strategic thinking and external engagement.
- Develop or refine processes and systems to make scheduling events on the calendar as clear and seamless.
- Provides and briefs the CEO with key themes and focus areas for the day, week, and month regularly.
- Ensures the CEO is fully prepared for meetings and events by gathering and delivering relevant information in a timely manner from internal teams and external stakeholders.
- Field inquiries and conduct communication with a broad range of external stakeholders on behalf of the CEO, including Board members, donors, FANO staff, and others related to scheduling and other administrative matters.
- Works effectively and provides a bridge for smooth communication with key advisors to the CEO in development, communications, and all other internal departments to effectively coordinate events and scheduling.
- Coordinates interactions with staff and other stakeholders, creating win-win situations for direct access to the CEO’s time and office through consistent positive, professional interactions and creative problem-solving.
- Ensures effective execution of the CEO’s schedule, including appointments, conference calls, meetings, travel arrangements, lodging, and ground transportation.
- Helps organize and follow up on correspondence for the Director, Executive Communications, Chief of Staff, in executing routine correspondence for the CEO, including donor letters, thank you notes, and follow-up notes.
- Organizes travel-related documentation, including receipts, and ensures expense reports are completed properly and consistently meet reporting deadlines.
- Assists with preparing presentations and data for the CEO as needed.
- Other duties as assigned.
Ideal Experience and Leadership Abilities
- Five + years of experience supporting C-suite executives in a complex, high-energy environment.
- Deep experience in the development and management of complex C-suite agendas and scheduling in a fast-paced, complex environment with internal and external stakeholders.
- Significant experience managing travel arrangements and scheduling, effectively responding to changes in priority and travel challenges, and accurate/timely reporting of expenses.
- Experience in a service-oriented capacity where balancing stakeholders’ needs and interests is required.
- Fosters an enterprise mindset and an open and supportive environment.
- Leads with accountability, collaborates internally and externally, and focuses on people and teams.
- Manages organization and business complexity
- Communicates with impact and influence.
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The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.
