Executive Assistant and Coordinator

Feeding America • Chicago, IL

4d • $73,000 - $78,000 • Hybrid

About The Position

The Executive Assistant and Coordinator provides operational and administrative support to the Chief Supply Chain Officer and the Chief Advocacy & Community Partnerships Officer. Their primary focus will be to ensure efficient execution of day-to-day priorities and enterprise commitments. The role manages executive scheduling, coordinates internal and external engagements, and supports planning, budgeting, and reporting processes across both portfolios. The Executive Assistant and Coordinator translates strategic direction into organized workplans, tracks deliverables and deadlines, and ensures timely follow-through across cross-functional teams. By managing logistics, preparing briefing materials, and maintaining clear documentation of actions and commitments, the Executive Assistant and Coordinator helps maintain alignment, accountability, and smooth operations across Supply Chain and Advocacy & Community Partnerships.

Requirements

• 3 years of experience working in a complex stakeholder environment in a position that requires sophisticated coordination and planning of schedules for executives, translating project plans into tactical work plans and supporting effective communication and stakeholder.
• Tactical project management experience including ability to use supporting technology to manage and organize projects including Microsoft Suite, virtual meeting platforms and other audiovisual equipment.
• Demonstrated writing, editing and proofing skills including the ability to synthesize information and assemble briefings and meeting/event preparation materials providing structure, clarity and accessibility.
• Exhibit a high degree of professionalism, trustworthiness, and a demonstrated ability to handle highly confidential information.
• Ability to work independently and meet deadlines while managing multiple tasks and changing priorities. Must be able to react to time-sensitive matters as well as manage complex, longer-term initiatives.

Nice To Haves

• Non-profit experience working in a service-oriented environment with donors and other external partners is highly desirable.

Responsibilities

• Executive Scheduling & Engagement Coordination: Manages complex calendars for both executives, ensuring meetings, travel, and engagements are scheduled efficiently and aligned to priorities; and coordinates logistics and prepares briefing materials so leaders are equipped with clear objectives, relevant background, and documented follow-up actions.
• Project Planning & Tracking: Translates strategic direction into organized workplans with defined milestones, timelines, and accountable owners; and tracks progress across initiatives, monitors deadlines, and proactively surfaces risks or gaps to maintain steady execution.
• Enterprise Planning & Reporting Support: Supports annual planning, budgeting, key performance indicators (KPI) tracking, and talent management processes across both portfolios; and coordinates inputs, liaises with Finance and HR, and helps ensure enterprise deliverables are completed accurately and on time.
• External & Network Engagement Support: Organizes and supports executive engagement with network members, donors, partners, vendors, and community organizations; and manages event logistics, ensures materials are prepared in advance, and tracks commitments to ensure timely follow-through.
• Meeting & Operational Management: Plans and supports leadership team meetings, including agenda coordination, documentation of action items, and tracking of next steps; and manages travel, expense reporting, and related administrative functions to maintain smooth daily operations.
• Follow-Through & Accountability: Monitors executive commitments and ensures agreed-upon actions are completed; and maintains clear documentation and communication to support accountability across teams and reduce operational friction.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed