Executive Assistant to the Chief Operating Officer

Job Description

Job Description

Description: Title: Executive Assistant to the Chief Operating Officer Employee Status: Full Time - Exempt Salary: Grade 4Starting range of $75,000 - $96,000 Reports to: President & Chief Operating Officer Matrix Reporting: Chief of Staff to the Chief Operating Officer Department: Enterprise Operations - Executive Location: Chicago, IL Hybrid: In office T/W | WFH M/Th/F

Department Function: Enterprise Operations (EO) provides the structural spine required to translate IFF’s strategy into coordinated, disciplined execution across the organization. EO’s role is stewardship, integration and prioritization at the enterprise level. The work of EO spans four domains: Strategy & Enterprise Intelligence; Risk, Compliance & Legal; Core Operations & Infrastructure; and Organizational Effectiveness Support.

The Organization

IFF is a mission-driven lender, real estate consultant, and developer that helps communities thrive. Key to our success has been a deep sense of purpose, a broad perspective, and a relentless focus on achieving positive results. Across the Midwest we help clients from every sector, including human service agencies, health centers, schools, affordable housing developers, and healthy food grocery operators. Staff contribute extensive business experience and an unrivaled connection to the mission of IFF to the clients we serve.

Equity, Diversity, and Inclusion

Partnering to create thriving communities is at the heart of everything we do. We leverage knowledge, capital, and resources to advance equitable and transformational outcomes in under-resourced communities, guided by our commitment to be an 

inclusive, anti-racist and anti-oppressive institution that honors communities as asset-rich and as experts in their own stories.

Basic Job Function

Reporting directly to the Chief Operating Officer (COO), with matrix reporting to the Chief of Staff to the COO (CoS), the Executive Assistant to the COO (EA) serves as a strategic partner and trusted advisor, providing high-level, solutions-oriented, and confidential thought partnership and administrative and executive support to the COO and CoS, anticipating needs, identifying priorities, and proactively managing workflows. This role goes beyond administrative tasks to include project ownership, cross-functional coordination, and proactive problem-solving. The EA is expected to exercise independent judgment, manage sensitive information with discretion, and lead initiatives that enhance executive effectiveness and organizational impact. The EA plays a critical role in driving operational excellence, supporting governance, and fostering a culture of collaboration, inclusion, and accountability across the organization.

The ideal individual must have a demonstrated ability to exercise sound judgment in various situations, maintain confidentiality, have strong problem-solving, written, and verbal communication skills, possess strong administrative and organizational skills, and maintain a realistic balance among multiple priorities. The EA will be able to work independently on projects, from conception to completion, and at times must be able to work under pressure to handle various activities and confidential matters with discretion.

IFF is looking for candidates with a commitment to the work we do who can demonstrate their creativity, diligence, enthusiasm, growth-mindset, thoughtfulness, and passion to make meaningful change in the areas of economic and racial justice.

Requirements:

Core Responsibilities:

1. Owns and optimizes executive workflow through highly effective management and maintenance of the COO’s complex calendar of appointments, travel, and meetings. Plans, coordinates, and ensures the COO's schedule is followed and respected using sound judgment and applied learning to inform prioritization and sequencing. Serves as both gatekeeper and gateway, creating win-win situations for direct access to the COO's time and office.

2. Works closely and effectively with the COO and CoS to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Reading, researching, collecting, and analyzing information as needed, in advance. Provides comprehensive administrative assistance to the COO and CoS, including making travel arrangements, maintaining organized digital and physical filing systems, and managing the radar list. Prepares monthly expense reports for submission on behalf of the COO and CoS and conducts follow-up, as necessary.

3. Liaises with the Executive Leadership Team and EO Senior Leadership Team on behalf of the COO and collaborates with cross-functional teams to ensure timely execution of deliverables and alignment with organizational standards. Ensures timely and accurate communication between the COO and internal/external stakeholders, maintaining confidentiality and professionalism.

4. Assists the COO with the management of the Shared Services Steering Committee, Operations Table, EO Senior Leadership meetings, and cross-functional meetings, including coordinating and executing meeting packages, presentations, minutes, and post-meeting follow-up. Produces timely and high-quality meeting minutes informed by reviews from lead presenters.

5. Successfully completes critical aspects of deliverables with a solutions-oriented, hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the COO's ability to lead Enterprise Operations effectively. Prepares and/or supports the preparation of reports, presentations, and memos. Proactively coordinates with internal communications to ensure high-quality, clear, and concise deliverables.

6. Builds relationships crucial to the success of the organization and manages a variety of special projects for the COO, including co-leadership of internal initiatives that improve operations, administrative systems, or cross-functional collaboration.

7. Supports the CEO’s EA and the EO Administrative Assistant with scheduling and coordinating meetings; preparing and compiling materials, and recording meeting minutes, as needed. Proactively partners with and supports other administrative staff, modeling collaboration, solutions orientation, and IFF’s mission and values. Plays a leadership role among the administrative staff, reinforcing a growth mindset, direct feedback, and culture keeping.

8. Acts as a liaison between the COO and internal/external stakeholders, including the Board of Directors, investors, philanthropic partners, contracted services, and senior leadership. Acts as an ambassador for the COO and IFF, reflecting IFF’s mission and values. Acts as a "barometer," having a sense for the issues taking place internally across IFF and revealed through external feedback.

9. Demonstrates a commitment to equity, diversity, and inclusion. Promotes an environment of empathy and respect, ensures the inclusion of all team members, and will actively engage in EDI events and learning opportunities.

Note: No job description can be entirely comprehensive, and the jobholder will be expected to carry out such other duties as may be required from time to time and are broadly consistent with the job description and status of the position within the organization.

Performance Measures:

1. Demonstrates high-level, solutions-oriented, confidential thought partnership anticipating needs, identifying priorities, and proactively managing workflow with tangible examples of applied learning.

2. Communicates effectively with external stakeholders and internal senior leadership with timely turnaround of high-quality and accurate meeting minutes and follow-up with positive external feedback.

3. Produces high-quality, timely, accurate, and complete reports, presentations, memos, and other documentation and deliverables.

4. Successfully owns and completes projects according to budget, timeframe, and goals set forth at the beginning of each project, as well as any relevant policies and procedures.

5. Demonstrates executive presence and judgement with maturity and discretion in high stakes situations and environments.

6. Demonstrates systems thinking capabilities mindful of organizational dynamics and interdependencies, enabling effective coordination across departments.

7. Adapts quickly to shifting priorities and supports the COO in navigating organizational change.

8. Cultivates a culture of openness in information sharing. Encourages open communication, cooperation, and the sharing of knowledge.

9. Models personal accountability that promotes ownership and engagement.

10. Builds and maintains effective working relationships with colleagues, peers, and team members.

11. Values and supports differences in others, contributing to an inclusive work environment. Demonstrates the ability and willingness to communicate effectively with people of diverse backgrounds and experiences to create a collaborative, collegial, and caring community.

12. High level of satisfaction with both internal colleagues and external contacts.

Education and Experience:

Bachelor’s Degree, Certified Administrative Professional (CAP), or equivalent work experience in a similar position.

Position Qualifications:

Seven to 10 years of experience supporting C-level Executives, preferably in a non-profit organization.

Proven experience with project deliverables taking them from conception to completion with minimal oversight.

Proven experience and interest in internal and external communications, relationship cultivation and nurturing, and partnership development.

Proven adaptability and sound judgement in high-pressure situations and environments, with a high level of emotional intelligence and discretion.

Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat is required. Experience with project management software and vendor management systems preferred.

Additional Requirements: Occasional travel within the IFF footprint. Occasional early starts or extended hours may be necessary, resulting in more in-office days than the standard hybrid schedule. May also involve some evening and weekend work.

Standard Benefits:

• Medical, dental, and vision insurance

• Paid time off

• 401(k) retirement plan with employer contribution

• Life Insurance

• Short and long term disability

Work-Life Balance Benefits:

• Hybrid workplace

• Summer Fridays

Employee Development Benefits:

• Professional development stipend

• Mentorship program

Miscellaneous:

• Wellness programs

• Employee assistance

• Referral Bonuses

IFF does not offer the following:

relocation package

100% remote

sponsorship to applicants who require or will require a work permit.

Check off only some boxes in the requirements listed above. Studies have shown that marginalized communities - such as women, LGBTQ+ and people of color - are less likely to apply to jobs unless they meet every qualification. So, if you're 

excited about this role, we encourage you to apply.

Application Instructions: Please visit the Careers section of our website to apply online.

IFF values equity, diversity, and inclusion as part of its mission to strengthen nonprofits and the communities they serve. IFF is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.