Executive Assistant

DescriptionTitle: Executive AssistantEmployee Status: Full Time – ExemptSalary: Grade 4Starting range of $75,000 - $96,000 | Chicago | DetroitReports to: Chief Executive OfficerDepartment: ExecutiveLocation: Chicago, IL or Detroit, MIHybrid: In office: T/W | WFH: M/Th/F – However, the Executive Assistant plays an important coordination and support role for in person meetings and, as such, is regularly required to support meetings throughout the week, including occasional evening events and some travel.Basic Job FunctionReporting directly to the CEO, the Executive Assistant (EA) serves as a strategic partner and trusted advisor, providing high-level executive support and organizational leadership. This role goes beyond administrative tasks to include project ownership, cross-functional coordination, and proactive problem-solving. The EA acts as a liaison between the CEO and internal/external stakeholders, including the Board of Directors, investors, philanthropic partners, and senior leadership. 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 Executive Assistant will be able to work independently on projects, from conception to completion, and must be able to work under pressure at times 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 changes in the areas of economic and racial justice.RequirementsCore Responsibilities: Provide high-level, solution-oriented, confidential thought partner, administrative, and executive support to the CEO, anticipating needs, identifying priorities, and proactively managing workflows. Owns and optimizes executive workflow through highly effective management and maintenance of the CEO’s complex calendar of appointments, schedules, travel, and meeting arrangements. Plans, coordinates, and ensures the CEO's schedule is followed and respected using sound judgment and applied learning to inform prioritization and sequencing. Provides gatekeeper and gateway roles, creating win-win situations for direct access to the CEO's time and office. Acts as an ambassador for the CEO and organization, reflecting IFF’s mission and values. Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Reading, researching, collecting, and analyzing information as needed, in advance. Acts as a "barometer," having a sense for the issues taking place in the internal environment across offices and external feedback from interactions. Serves as a leader among administrative staff, modeling collaboration, accountability, and IFF’s values. Liaise with the Senior Leadership team on behalf of the CEO and collaborate with cross-functional teams to ensure timely execution of deliverables and alignment with organizational standards. Assists the CEO with the management of the Board and Board Committee, Community Advisory Committee, 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. Regularly liaise directly, and on behalf of the CEO, with Board and Committee members in between meetings. Arrange & coordinate meetings/events (Board retreats, management dinners, etc.) Ensure timely and accurate communication between the CEO and stakeholders, maintaining confidentiality and professionalism. Prepares and/or supports the preparation of reports, presentations (investor, Boards, partners), and memos. Proactively coordinate with the Communications team to ensure high-quality deliverables in alignment with IFF standards, templates, and professionally produced content. Prepare the CEO’s monthly expense summary for submission to Finance and lead follow-up, as necessary. Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, including co-leadership of internal initiatives that improve executive operations, administrative systems, or cross-functional collaboration. Successfully completes critical aspects of deliverables with a solution-oriented, hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to lead the organization effectively. Proactively collaborate with and support other IFF Administrative Assistants, modeling collaboration, solutions orientation, and IFF’s mission and values. Play a leadership role among the administrative team, reinforcing a growth mindset, direct feedback, and culture keeping. Demonstrates a commitment to IFF’s mission and values including 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. Perform other projects as assigned.Performance MeasuresTangible demonstration of high-level, solution-oriented, confidential thought partnership anticipating needs, identifying priorities, and proactively managing workflows.Highly effective workflow management including calendar management and meeting coordination with tangible examples of applied learning, prioritization, sequencing, and flow.Successfully manage scheduling arrangements and meeting logistics.Tangible examples of highly effective partnership with internal and external communications leads in alignment with IFF values and contributing to culture building.Highly effective communication with IFF Board and Board Committees, Community Advisory Committee, external stakeholders, and internal senior leadership with timely turn of high-quality and accurate meeting minutes and correspondent follow-up with positive external feedback on communications and meeting experiences.High quality and effective reports, presentations, and memos in close alignment with the Communications team.Timely production, review and processing of expenses and other time sensitive documentation and deliverables.Successful co-leadership of internal initiatives that improve executive operations, administrative systems, and cross functional collaboration.Proactively reach out to solve problems, nurture internal and external relationships, and culture keeping.Demonstrated executive presence and judgement with maturity and discretion in high stakes situations and environments.Full ownership of project deliverables taking them from conception to completion with minimal oversight.Demonstrated systems thinking capabilities mindful of organizational dynamics and interdependencies, enabling effective coordination across departments.Change agility adapting quickly to shifting priorities and supporting the CEO in navigating organizational change.Cultivates a culture of openness in information sharing. Encourages open communication, cooperation, and the sharing of knowledge.Models personal accountability that promotes ownership and engagement.Builds and maintains effective working relationships with colleagues, peers, and team members.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.High level of satisfaction with both internal colleagues and external contacts.Position QualificationsEducation: Bachelor’s Degree, Certified Administrative Professional (CAP), or equivalent work experience in a similar position.Previous ExperienceSeven to 10 years of experience supporting C-level Executives, preferably in a non-profit organization.Proven experience in governance and board relations, initiative co-leadership and ownership, and leadership and team collaboration.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 judgement with a high level of emotional intelligence, discretion, and sound judgement in high-pressure situations and environments.Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and Social Media Web Platforms.Additional Requirements: Some local travel and potential travel within the IFF footprint may be required particularly as the CEO travels frequently and domiciles in Detroit and Chicago. Occasionally, early starts or extended hours may be necessary, resulting in more in-office days than the standard hybrid schedule. The Executive Assistant position may also involve some evening and weekend work.Standard BenefitsMedical, dental, and vision insurancePaid time off401(k) retirement plan with employer contributionLife InsuranceShort and long term disabilityWork-Life Balance BenefitsHybrid workplaceSummer FridaysEmployee Development BenefitsProfessional development stipendMentorship programMiscellaneousWellness programsEmployee assistanceReferral BonusesIFF Does Not Offer The Followingrelocation package100% remoteprovide 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 are 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.