Executive Assistant To the President & CEO presso RINCON FAMILY SERVICES

Description

Position: Executive Assistant to the President and CEO
Reports to: President and Chief Executive Officer
Organization: Rincon Family Services (RFS)
Salary Range: $60,000 - $75,000  annually, commensurate with experience

Position Overview

The Executive Assistant to the President and CEO is a trusted strategic partner and vital force multiplier for the Chief Executive. This high-impact role goes far beyond traditional administrative support—driving executive effectiveness, leading mission-critical initiatives, and serving as an ambassador for the Presdient & CEO across internal and external platforms.

As a key member of the Executive Office, the Executive Assistant ensures seamless operations, manages high-level communications, and provides executive-level leadership across administrative functions. The position also supports affiliated organizations, leads cross-functional projects, and represents the CEO in diplomatic, community, and international engagements.

This role requires a proactive, polished, and highly adaptable professional who thrives in dynamic environments and can operate with a high degree of discretion, strategic judgment, and emotional intelligence.

Key Responsibilities

Executive Support & Strategic Representation

• Manage the CEO’s complex calendar, schedule, and meeting priorities with precision and discretion.
• Prepare materials, research, and logistics for all executive engagements.
• Represent or present on behalf of the CEO in meetings, as needed.
• Draft high-level correspondence, executive communications, and strategic reports.

Organizational Leadership & Administrative Oversight

• Supervise and support administrative staff across the agency, fostering a culture of excellence, collaboration, and accountability.
• Design and implement standardized systems, tools, and best practices to elevate administrative operations.

Strategic Projects & Affiliate Support

• Lead and execute cross-functional initiatives aligned with the CEO’s priorities.
• Provide operational and strategic coordination for affiliated organizations under the CEO’s purview—including systems integration, governance support, and growth planning.
• Collaborate with internal teams across finance, HR, and programs to ensure alignment and results.

Executive Team & Board Engagement

• Coordinate meetings, retreats, and planning sessions for the Executive Team.
• Track organizational progress against strategic goals and ensure timely follow-up.
• Plan and execute all Board of Directors meetings, manage communications, and ensure compliance with governance standards.
• Maintain accurate records and deliver high-quality Board materials.

Consular & International Relations

• Serve as the agency’s primary liaison to Chicago-based consulates and international partners.
• Coordinate the CEO’s participation in global forums, multicultural summits, and diplomatic meetings.
• Ensure culturally competent and professional communication in all international engagements.

Core Competencies & Attributes

• Strategic Agility: Anticipates needs and connects tactical execution with broader strategic goals.
• Executive Presence: Represents the CEO with clarity, confidence, and professionalism in any setting.
• Cultural Fluency: Builds meaningful relationships across cultures and sectors.
• Leadership: Guides and mentors administrative staff, setting a tone of excellence.
• Mission-Driven: Embodies and champions RFS’s commitment to trauma-informed, recovery-oriented care.
• Adaptability: Responds fluidly to changing priorities, with resilience and grace under pressure.

Qualifications

• Master’s degree preferred or a Bachelor’s degree in nonprofit management, international relations, public administration, or related field strongly preferred.
• At least 3 years of experience in a senior executive support role, ideally supporting a CEO or executive director in a mission-driven or cross-sectoral environment.
• Proven ability to communicate and operate effectively across diverse audiences and high-stakes settings.
• Exceptional organizational, interpersonal, and problem-solving skills.
• Professional fluency in both English and Spanish is required (verbal and written).
• Proficient in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams); familiarity with Adobe Pro and other productivity platforms is highly desirable.
• Valid driver’s license and access to reliable transportation; willingness to travel for offsite meetings and occasional overnight engagements.
• Ability to travel nationally or internationally to support agency projects. 
• Ability to work flexible hours, including occasional evenings or weekends, in response to the CEO’s evolving schedule and responsibilities.