Executive Assistant

NOTE : This is a part-time, in-person position based at the Chicago office. Hourly Rate is $20-$30/hour (15-20 hrs/week).

About the National Headache Foundation (NHF)

The National Headache Foundation is a 501(c)(3) nonprofit organization that for over 50 years has been committed to building bridges needed to ensure that everyone affected by headache and migraine are able to fully engage and thrive in their best lives. Join the National Headache Foundation in cultivating connections and partnerships that inspire action and instill hope.

The National Headache Foundation is an equal opportunity employer. We embrace diversity and commit ourselves to creating an inclusive environment for everyone.

Summary of Position

The NHF Executive Assistant provides administrative and operational support to the CEO, Executive Committee, and Board of Directors, while also supporting the organization’s day-to-day operations and program activities. Working closely with the CEO, this role helps ensure NHF leadership, organizational functions, and programs operate efficiently and effectively in advancing the organization’s mission.

Responsibilities

• Provide administrative support to the CEO to enable effective leadership of the organization, including assisting with special projects; drafting and editing reports, agendas, presentations, and marketing materials; and preparing information for meetings with external partners.
• Manage scheduling and calendar coordination for the CEO, Executive Committee, and Board of Directors.
• Coordinate logistics for Board meetings and events, including scheduling, drafting agendas, developing and distributing presentation materials, and recording meeting minutes in collaboration with the Board Secretary.
• Ensure compliance with applicable rules and regulations outlined in the organization’s bylaws related to Board governance.
• Support the CEO’s outreach and relationship-building efforts by coordinating communications and following up on key contacts and partnerships.
• Provide administrative support for organizational operations and program activities.
• Perform additional projects and duties as assigned to support the overall mission and operations of the organization.

Qualifications

• Exceptional attention to detail and strong organizational skills, with the ability to manage multiple priorities and deadlines.
• Demonstrates a proactive, “roll up your sleeves” mindset and a willingness to support projects of all sizes—from small administrative tasks to larger organizational initiatives.
• Excellent written and verbal communication skills, with the ability to interact professionally with staff, board members, and external partners.
• Highly organized with strong time-management skills and the ability to manage complex schedules and competing priorities.
• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel), including calendar management and document preparation.
• Ability to handle confidential information with discretion and professionalism.
• Self-motivated, reliable, and able to work independently while supporting a collaborative team environment.

Location Requirements

This is an on-site position on Tuesdays, Wednesdays, and/or Thursdays.

Office is located at 162 W Hubbard St, Chicago, IL 60654.