Executive Assistant and Special Projects Manager

Title: Executive Assistant and Special Projects Manager

Supervised by: Director of Operations

Supervises: none at this time

Status: Full-time, exempt, salaried for a 32-hour work week

Organization Summary

The mission of the Chicago Abortion Fund is to advance reproductive autonomy and justice for everyone by providing financial, logistical, and emotional support to people seeking abortion services and by building collective power and fostering partnerships for political and cultural change. We envision a world where everyone has the freedom and autonomy to create lives, families, and communities that are healthy, safe, thriving and where the full range of reproductive choices, including abortion, are accessible and affirmed.

Position Summary

The Executive Assistant and Special Projects Manager is a mission-driven team member who provides high-level administrative support to executives, managing schedules, communication, travel, and other tasks to ensure smooth daily operations and efficient workflow. They manage special projects, act as a point of contact, manage information, and contribute to the organization’s overall productivity.

Compensation

• This position has a starting salary range of $78,374 to $96,758, for a four-day 32-hour work week, depending on experience and qualifications, as determined by CAF’s Compensation Philosophy Policy.
• A 401K is offered, with a 5% employer contribution matched if employee contributes
• Unlimited paid time off, mandatory four weeks off; paid parental leave; federally observed holidays
• 100% employer-paid health insurance premiums, including dental and vision, with 50% coverage for dependents.

Work Schedule

• Due to the nature of the responsibilities, this is not a remote position. Attendance is required in a West Loop office location Mondays-Thursdays. Some CAF staff work on site, some are partially remote, and some are fully remote.
• A full-time work week at CAF is defined as 32
• hours. This may change in the future.
• Evening and Saturday hours for events are sometimes required, but rare.

Essential Job Functions

Executive Support and Administrative Assistance (approximately 50% of the position)

• Manage the Executive Director’s calendar to ensure timely follow up to all meeting requests, always promoting a sustainable pace of meetings and calls, quiet work time, and breaks
• Provide detailed calendar management and scheduling support to the Deputy Director and Director of Development
• Screen, prioritize, and manage responses to Executive Director’s incoming inquiries and requests, using sound judgment to ensure effective triaging and follow-up
• Meet regularly with the Executive Director to stay informed of upcoming responsibilities and commitments, and follow up appropriately
• Coordinate travel arrangements for Director level staff
• Complete and file expense reports, reimbursements, invoice requests, and other accounting-related paperwork for Director level staff
• Support the Board of Directors by scheduling meetings, coordinating logistics, handling RSVPs, keeping corporate records, and conducting follow-up with Board members as to their assignments
• Utilize direct communication and proactive problem solving to address obstacles.

Special Projects (approximately 30%)

• Lead or support cross-team initiatives and special projects assigned by the Executive Director, Deputy Director, or Director of Operations
• Develop and maintain project plans, timelines, and deliverables; track progress and ensure deadlines are met
• Conduct research, gather data, and prepare reports, proposals, or presentations to support strategic goals
• Coordinate special project meetings and working sessions, including agendas, facilitation, and follow-up
• Liaise with staff, partners, and stakeholders to keep projects moving and ensure clear communication.
• Provide project, admin, logistical support for events, and site visits, and special projects as requested by department heads
• Plan and coordinate staff celebrations
• Support staff, volunteer, and partner appreciation and experience efforts.

Office Manager (approximately 20% of the position)

• Greet all visitors to the CAF Office, ensuring a welcoming and safe environment. Maintain a professional office environment
• Manage general office phone lines and monitor the main info@chicagoabortionfund.org inbox, responding or directing inquiries as appropriate
• Oversee internal and external meeting logistics, including room reservations, catering, and room setup and breakdown
• Handle incoming and outgoing mail and packages; manage shipping and delivery needs
• Organize, maintain, and securely store important documents, both physical and digital, in line with privacy policies
• Oversee maintenance of office equipment and liaise with vendors and building management for repairs and office upkeep
• Manage office inventory and supply ordering (kitchen, office supplies, furniture, tech equipment) and assist with vendor accounts payable as needed
• Support copying, scanning, and other general administrative tasks to keep daily office operations running smoothly.

Other (approximately 10% of the position)

• Works pro-actively and in good faith to support and strengthen the overall stability and effectiveness of the organization
• Co-create and maintain a culture that fosters deep collaboration, trust, and coordination across functional organizational areas
• Maintains a collaborative, positive, professional, and friendly approach to working with supervisor, other staff, grantees, and external stakeholders
• Actively participate in required internal and external meetings, and respond in a timely manner to CAF staff communications
• Participates proactively to fulfill staff duties, including making every effort to meet deadlines
• When required, participate in reproductive justice movement-building initiatives
• Update professional knowledge by participating in educational opportunities approved by CAF and professional organizations as relevant to your role
• Perform other duties as assigned by supervisor

Qualifications

• Five years of experience providing high-level administrative support to senior leadership (Executive Director, CEO, or Director level), in the nonprofit sector preferred
• Demonstrated experience managing complex calendars, travel, and meeting logistics
• Previous experience coordinating or managing projects with multiple stakeholders
• Previous experience working with a Board of Directors is preferred
• Experience managing effectively in a changing work environment
• Previous experience with office management tasks (facilities, vendors, supplies) is preferred
• Strong written and verbal communication skills
• Proficiency with Google Workspace, Microsoft Office, and familiarity with database or CRM systems
• Commitment to reproductive justice and abortion access for all people
• Knowledge of intersectionality and the impact that privilege and oppression can have on people’s ability to access abortion.

Desired Attributes & Experience

• Exceptionally organized and detail-oriented; able to juggle multiple deadlines and priorities
• Strong critical thinking skills and solutions-focused approach; anticipates needs and follows through with sound judgment
• Self-motivated, resourceful, adaptive, responsive, and able to make strategic decisions
• Flexible and adaptable: comfortable switching between executive support, project tasks, and office coordination needs
• Customer service mindset: creates a warm, welcoming atmosphere for all visitors and inquiries
• Discreet and trustworthy in handling confidential or sensitive information
• Skilled relationship-builder
• Strong written, verbal, and interpersonal communication skills
• Comfortable working in a fast-paced, high-energy, and collaborative environment
• Ability to work equally well independently and as part of a collaborative team
• Comfortable asking for support or help when needed
• Ability to focus on overarching goals while staying on point with detail-oriented tasks and initiatives
• Ability to work effectively with a wide range of constituencies in a diverse community
• Commitment to reproductive justice and comfort working in a mission-driven, equity-focused environment.

We are committed to building a diverse and inclusive organization and are most interested in finding the best candidate for the job. That candidate may come from a background less traditional to our field of work, and that’s just fine. We strongly encourage all interested candidates to apply.

Work Environment

The physical demands are representative of those an employee encounters while performing essential functions of this job:

• Ability to use standard office equipment such as computers, phones, and scanners. Employee is regularly required to communicate effectively via computer, via phone, and in person, to speak and hear clearly; repeat the same movements; sit for long periods of time

How to Apply

• Please send a cover letter and resume to https://chicagoabortionfund.bamboohr.com/careers/40?source=aWQ9MjU%3D
• Position to begin as soon as possible.

Commitment to Diversity, Inclusion, and Equality

CAF is an equal opportunity employer and does not discriminate against any individual based on any non-merit factor and is committed to an equitable workplace where everyone is treated as a respected and valued member of the team. CAF actively seeks to build and maintain a diverse staff regarding race, culture, ethnicity, class, religion, physical ability, age, gender, and sexual orientation. As an organization working in solidarity with the reproductive justice movement, CAF is committed to fostering the leadership and elevating the voices of women, young people, people of color, Native people, immigrant and refugees, low-income people, LGBQ+, and transgender, gender non-conforming, and non-binary people, people who have had abortions, people with disabilities, young parents, people who were formerly imprisoned, people who have received funding for abortions, and people living in the many intersections of these experiences.

If you need reasonable accommodation because of a disability for any part of the employment process, please email danielle@chicagoabortionfund.org or call 847-774-0456 and let us know the nature of your request and your contact information.