Executive Assistant

at Inner-city Muslim Action Network in Chicago, Illinois, United States

Job Description

This role demands exceptional organizational skills, emotional intelligence, discretion, and a deep alignment with IMAN’s mission. The ideal candidate is resourceful, proactive, and able to thrive in a dynamic, mission-driven environment.

• Manage and maintain the calendars of the FED and CED, including scheduling appointments, meetings, and travel logistics.
• Prioritize and coordinate both leaders’ commitments to optimize time management and strategic focus.
• Prepare and/or support the creation of briefing materials, presentations, reports, and talking points for meetings and public engagements.
• Serve as a liaison between the FED/CED and internal/external stakeholders, ensuring timely, professional, and mission-aligned communication.
• Manage and prioritize incoming communications (emails, calls, requests), responding or flagging items for leadership attention as needed.

• Assist with preparation for Board meetings: scheduling, compiling materials, documenting minutes, and tracking follow-ups.
• Support coordination across executive leadership to align with organizational goals and key initiatives.
• Track and support action items, strategic priorities, and organizational deliverables connected to FED/CED leadership roles.

• Lead or assist with special projects on behalf of the FED/CED, including organizational development efforts, external engagement strategies, and internal systems improvement.
• Support development and fundraising efforts by coordinating donor meetings, preparing materials, and tracking follow-up actions.
• Assist in coordinating major events, leadership convenings, and public engagements.
• Monitor timelines, KPIs, and deliverables related to leadership initiatives.

• Represent the FED/CED in meetings when requested, ensuring continuity of leadership presence.
• Actively uphold and promote IMAN’s mission, values, and vision in all internal and external interactions.

• Bachelor’s degree or equivalent combination of education and professional experience.
• Minimum of 5 years in a high-level executive support or administrative leadership role.
• Demonstrated ability to handle sensitive and confidential matters with integrity and discretion.
• Excellent written and verbal communication skills.
• Highly organized, with keen attention to detail and strong follow-through.
• Proficiency in Google Workspace and Microsoft Office Suite.

• Experience in a nonprofit, community-based, healthcare, or justice-focused organization.
• Familiarity with community health and/or social justice initiatives.
• Strong understanding of leadership coordination in mission-driven environments.

• Prolonged periods of sitting at a desk and working on a computer.
• May need to travel locally between IMAN sites or external meeting locations.
• Ability to work occasional evenings or weekends for events or board meetings, or time-sensitive tasks as needed.

• Exceptional Organizational Skills – Demonstrates the ability to efficiently coordinate complex schedules, manage multiple projects simultaneously, and maintain structure in a fast-paced environment with minimal supervision.
• Confidentiality & Discretion – Trusted with sensitive information; maintains the highest level of integrity and confidentiality.
• Strategic Communication – Skilled in drafting, editing, and conveying clear and culturally competent communications on behalf of leadership.
• Time & Task Management – Efficient in handling competing deadlines, shifting priorities, and urgent matters with calm and focus.
• Stakeholder Relations – Strong interpersonal skills; able to build relationships with diverse internal and external stakeholders, including board members, donors, and community leaders.
• Cultural Competency – Demonstrates understanding and sensitivity to the experiences and needs of underserved and marginalized communities.
• Proactive Problem-Solving – Anticipates challenges and initiates solutions before issues escalate.
• Tech Savvy – Proficient in productivity tools (e.g., Microsoft Office, Google Workspace, Zoom) and adaptable to new platforms and systems.
• Event & Meeting Coordination – Experienced in planning and executing high-level meetings, retreats, and events with attention to detail.
• Mission Alignment – Deep commitment to IMAN’s values of healing, organizing, and transformation within urban communities.

• Medical, Dental, Vision 
• Flexible Spending Account (FSA)
• 401(K)
• Vacation, Sick, and Personal days
• Paid Parental Leave
• Life and Disability Insurance