Non Profit Executive & Personal Assistant

Job Description

The HistoryMakers seeks a highly organized, proactive, detail-oriented Executive Assistant to support the Founder & President in a demanding, high-volume environment. THIS POSITION IS NOT HYBRID AND/OR REMOTE AND MUST WORK OUT OF THE HISTORYMAKERS OFFICES IN THE SOUTH LOOP.

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This role is best suited for someone who enjoys executive support as a long-term profession and takes pride in helping senior leaders operate efficiently and effectively. The successful candidate will be exceptionally organized, highly responsive, technologically capable, and able to anticipate needs while managing multiple priorities simultaneously.

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This role requires excellent judgment, discretion, maturity, and the ability to manage confidential information with professionalism and integrity.

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Key Responsibilities

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• Manage complex and fast-moving calendars, scheduling, and meeting coordination
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• Coordinate domestic travel arrangements and detailed travel itineraries without reliance on a travel agency
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• Support day-to-day administrative operations for the Founder & President
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• Prepare correspondence, presentations, meeting materials, reports, and administrative documentation
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• Coordinate Zoom meetings, Outlook scheduling, and executive communications
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• Track follow-ups, priorities, deadlines, and action items
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• Maintain highly organized electronic and physical filing systems
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• Assist with meeting preparation, logistics, and administrative coordination
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• Handle confidential information with discretion and professionalism
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• Support operational and project coordination activities as needed
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• Assist with occasional personal administrative support when required
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Qualifications & Experience

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• 5+ years of executive support experience supporting senior leadership or executives in fast-paced environments
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• Strong typing speed (65–85 WPM preferred)
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• Advanced proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel
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• Experience managing complex calendars and executive scheduling
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• Strong written and verbal communication skills
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• Exceptional organizational and prioritization abilities
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• Experience coordinating travel logistics and detailed itineraries
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• Ability to multitask effectively while maintaining accuracy and responsiveness
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• Experience with FileMaker Pro or database systems preferred
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• Prior project coordination or operational support experience is a plus
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• Interested in a long-term executive support role versus a short-term stepping-stone opportunity
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Behavioral Characteristics

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• Highly responsive and dependable
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• Strong judgment and professionalism
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• Comfortable operating in a high-touch, high-accountability environment
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• Excellent attention to detail and follow-through
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• Able to think ahead and anticipate needs
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• Calm under pressure and adaptable to changing priorities
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• Ethical, trustworthy, and highly discreet
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Work Location

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This is a full-time, on-site position in Chicago, IL. The HistoryMakers does not offer hybrid or remote work for this role.

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ompensation & Benefits

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Salary is commensurate with experience and qualifications, with an anticipated range of $60,000-$80,000, depending on experience and fit.

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The HistoryMakers offers a competitive benefits package that includes:

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• 403(b)
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• PTO
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• Health, dental, and vision insurance
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• Tuition reimbursement
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• Student loan repayment assistance
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The HistoryMakers

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The HistoryMakers, the nation’s largest African American video oral history archive( is a one-of-a-kind collection, housed permanently at the Library of Congress. Its website ( accessed by millions worldwide, is sited in Wikipedia and used as a “go to” reference tool. Its digital archivehas been licensed by colleges, universities, K-12 schools and public libraries for use by faculty, students and patrons and is growing in popularity in the wake of COVID19 and the focus on online learning. Within the next few years, The HistoryMakers will become the digital repository for the Black experience: providing much needed content, role models, success pathways and frameworks for a 21st century citizenry that has become increasingly less tolerant, divisive and economically and educationally disparate.