The Office of the President at the MacArthur Foundation is responsible for ensuring the Foundation delivers on its philanthropic mission of helping to build a more just, verdant, and peaceful world, by enabling the President to perform at a high level internally and externally and ensuring efficient and effective operations related to the Board of Directors, grant-making, budgeting, and internal leadership and organization.

The Executive Assistant provides high-level, strategic administrative support to the President, serving as a trusted partner in managing time and priorities. This individual will take ownership of the calendar and inbox, working closely with the Director, Office of the President to ensure the President’s time is aligned with key priorities. With strong judgment, exceptional organizational skills, and a proactive approach to systems and process improvement, the Executive Assistant will play a critical role in supporting the President’s effectiveness both internally and externally.

Job Description

Essential Duties and Responsibilities:

• Manage the President’s complex calendar as well as internal and external meeting schedule with a high level of attention to detail and sophistication, including making arrangements for transportation to/from on-site and off-site meetings

• Ensure the President is properly prepared and briefed for all meetings, events, and speaking engagements by working closely with Foundation colleagues to procure and review briefing materials and agenda items

• Greet and host guests of the President, including escorting guests when in the building, attending to refreshments, and otherwise creating an environment where everyone feels comfortable

• Anticipate the President’s needs, keeping them informed, proactively troubleshooting issues as they arise and using judgement to ensure smooth day-to-day operations

• Manage and book all travel accommodations for the President, secure travel documents, appointments, and create dossiers for extensive trips/travel/engagements

• Efficiently complete a broad variety of administrative tasks including preparing expense reports, maintaining the President’s contact list, conducting research on people or topics, crafting written correspondence (e.g. letters of reference, polite declines, holiday cards, etc.) and outreach on the President’s behalf (e.g., handling physical mail, making and returning phone calls, etc.)

• Handle sensitive matters with a high level of confidentiality, discretion, and professionalism

• Ensure Foundation leaders have the information they need regarding the President’s scheduled meetings and events

• Collaborate with Foundation colleagues to ensure the success of the President’s meetings and events (including on-site, off-site, and virtual)

• Collaborate closely with other members of the President’s office to ensure alignment, coordination, and seamless execution across the team

Other Duties and Responsibilities:

• Understands and endorses the mission and values of the Foundation

• Participates in special projects and Foundation working groups

• Undertakes other duties and responsibilities as assigned

Qualifications:

• At least ten years of experience providing executive administrative support to the President or CEO

• Bachelor’s degree desirable

• Demonstrated ability to take initiative and to execute complex projects and tasks with a strong attention to detail

• Strong organizational skills with the ability to prioritize and execute on multiple tasks seamlessly

• Excellent judgement with the ability to maintain a high level of integrity and discretion in handling confidential or sensitive information

• Diplomatic, flexible, with strong interpersonal skills and the ability to build good working relationships with team members, internal staff, Board members, and external stakeholders/partners

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams) and Zoom; proficiency in Salesforce desirable

• Exceptional verbal and written communications skills

• Highly proactive, resourceful, and solutions-oriented

• Previous experience in philanthropy is a plus, but not required

The position is currently hybrid and based in Chicago, Illinois.

Annual salary for this role will start at $98,800. We offer a generous total compensation package that emphasizes both base salary and a comprehensive benefits package to support your life, health, and well-being.

Physical Requirements and Work Environment

The work environment is an office setting. Intermittent physical activities will include bending, reaching, sitting, and moving around the office during working hours. Reasonable accommodations may be made to enable a person with physical disabilities to perform the job.