Summary of Position: 

The Executive Associate (EA) will provide administrative support to the Foundation's Managing Director and executive team, including the Director of Operations, Director of Talent and Culture, and the Office and Operations Manager. Reporting directly to the Office and Operations Manager with a dotted line to the Managing Director, the EA will manage executive scheduling, coordinate Board activities throughout the annual cycle, and support various administrative tasks. This role requires exceptional organizational skills, the ability to handle sensitive information with discretion, and a proactive approach to supporting the executive team’s needs. 

The ideal candidate is a warm, welcoming, and proactive problem-solver who thrives in a dynamic, collaborative environment. They will be highly organized, clear in communication, and capable of prioritizing competing demands. This role offers the opportunity to help a growing and vibrant office culture while supporting the Foundation’s mission of fostering thriving, equitable communities and promoting the arts and ocean conservation  

Essential Functions: 

Executive Administrative Support 

• Manage the Managing Director’s calendar, including scheduling meetings, coordinating travel, and preparing meeting materials and follow-ups. 

• Act as a liaison between the Managing Director and internal/external stakeholders, ensuring effective communication and timely responses. 

• Prepare correspondence, reports, presentations, and other documents on behalf of the Managing Director. 

• Process expense reports and maintain accurate financial records for the executive office. 

• Provide administrative support to the Director of Operations and Director of Talent and Culture, including calendar management, scheduling, and other tasks as needed.  

• Provide timely and helpful information to internal and external stakeholders.  

• Assist with general office administration as needed. 

Board Coordination 

• Schedule and coordinate logistics for Board meetings, including preparing agendas, compiling meeting materials, and managing follow-up actions. 

• Provide administrative support with Board engagement initiatives like onboarding new members, organizational strategic planning, DEI efforts, financial oversight, and policy development. 

• Take meeting notes and ensure accurate documentation of Board discussions and decisions. 

• Serve as a point of contact for Board members, addressing inquiries and providing administrative support as needed. 

• Ensure compliance with the Foundation’s annual Board cycle, including document retention and governance protocols. 

Support Process Improvement and Optimization 

• Identify opportunities to improve administrative, organizational, and executive office processes. 

• Work collaboratively with the Operations and Office Manager to implement efficient systems for scheduling, document management, and workflow coordination. 

• Regularly review and refine office procedures to ensure alignment with the Foundation’s goals and best practices. 

• Propose and support the adoption of tools and technologies that enhance productivity and organization. 

• Keep current on new and evolving technology.  

Office and Team Support 

• Assist with planning and organizing meetings, conferences, and travel arrangements for the Managing Director and Board. 

• Support office culture initiatives by working with the talent team and engagement committee to foster a welcoming environment. 

• Support onboarding initiatives and processes.  

• Troubleshoot and maintain hybrid technology setups, ensuring smooth operation for hybrid meetings, and assist with technical setup as needed for both the Board and Managing Director. 

• Serve as a key point of contact for visitors, assisting with catering and ensuring a positive experience. 

• Help manage the team calendar, main phone line, and general email inbox as needed. 

Qualifications: 

• At least 4 years of administrative or executive assistant experience, or equivalent experience, preferably in a nonprofit or foundation setting.  

• Experience with Board coordination and governance is a strong plus. 

• Familiarity with scheduling, travel arrangements, and meeting planning. 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms. 

• Demonstrated ability to handle confidential information with discretion and professionalism. 

• Exceptional organizational and time-management skills. 

• Previous experience supporting C-suite executives or high-level management. 

Skills and Competencies: 

• Creates a positive and inclusive environment for all stakeholders.  

• Demonstrates leadership in project management, collaborating with multiple leads to ensure successful project execution, timely delivery, and alignment with organizational goals.  

• Proactively identifies challenges and implements effective and creative solutions. Anticipates needs and takes initiative to address them. 

• Excellent writing, verbal communication, and presentation skills required   

• Experience working effectively with diverse constituencies, personalities, and viewpoints. 

• High attention to detail with the ability to maintain accurate records and follow processes. 

• Be resilient in the face of challenges and persistent in continuing to drive change.  

• Maintains confidentiality, integrity, and a high standard of service. 

• Works effectively with team members to support organizational goals. 

• Pursues continuous learning and self-reflection to deepen understanding of equity and inclusion issues and refine practices  

• Nurture and maintain strong professional relationships founded on trust, respect, and credibility with internal and external stakeholders to foster positive and productive relationships.  

• Responds promptly and appropriately to shifting priorities; understands changing priorities and seeks clarity, as needed. 

• Lives the Foundation’s core values—Excellence, Respect, Humility, Authenticity, and Collaboration—in all aspects of work. 

While employed in this position, the employee may be required to perform other assignments not listed in this job description. The employee is an employee at will, meaning that either party may terminate the employment relationship at any time by written notice to the other. Nothing in this job description is to be deemed to create a contract of employment for a specific period. 

COMPENSATION AND BENEFITS  

The position is a salaried, exempt, full-time position with a salary range of $75,000 to $90,000 annually, depending on professional and lived experience.  

Additionally, the Paul M. Angell Family Foundation offers a highly competitive comprehensive benefits package including:  

• Healthcare: 100% paid Platinum PPO health insurance premium for employee and 80% for dependents or family.  

• Dental and Vision: 100% paid premium for employees, dependents, and family.  

• 403b retirement savings plan employer contributions match: After three months of employment, the Foundation will contribute up to 9% of the employee’s salary—5% will be an outright contribution, and the Foundation will match up to 4% of the employee’s contribution to the plan. 

•  In addition to vacation, holidays, wellness, and sick days, the PMAFF offices are closed from December 26th through New Year’s Day annually and employees’ salaries are paid during this closure.  

• Twelve weeks of paid parental leave for a birth parent, non-birth parent, or adoption. 

• We are committed to supporting your growth through professional development funds, tailored to your role and learning needs. We provide opportunities for collaboration, skill-building, and the time and space to grow in your career. 

Currently, the position will function within a hybrid working environment with alternating remote and three on-site workdays and may have in-person obligations that grow over time within Chicagoland and beyond with possible travel outside Illinois for in-person meetings, conferences, etc.  

WORK ENVIRONMENT   

• Currently, the position will function within a hybrid working environment with alternating remote and three on-site workdays and may have in-person obligations that grow over time.  

• Occasional evening and weekend work is rarely required.   

• Occasional out-of-town travel is required.   

• Must have reliable transportation for work-related duties.   

• The Foundation maintains a smoke-free and drug-free work environment in compliance with federal, state, and local regulations.   

• While employed in this position, the employee may be required to perform other assignments not listed in this job description.   

• While performing the duties of this job, the employee is regularly required to talk or hear and use hands to operate equipment such as computers, phones, photocopiers, scanners, and filing cabinets. Reasonable accommodation will enable qualified individuals with disabilities to perform the position’s essential functions.  

• This position is at-will, meaning either party may terminate the employment relationship at any time with written notice. Nothing in this job description is to be construed as creating a contract for employment for a specific duration.  

ABOUT US - THE ORGANIZATION  

The mission of the Paul M. Angell Family Foundation (PMAFF) is to work towards a world of thriving and equitable communities in which the promise and power of the arts flourish and where healthy oceans sustainably support the human and other animal species that depend on them. The Foundation was created in 2011 to honor Paul M. Angell and strives to embody the legacy of his compassion, ingenuity, and industriousness. The foundation currently employs 15 staff members and plans to expand to 25 by the end of 2025. In 2024, we awarded over 350 grants, totaling $54 million. The foundation is committed to fostering a culture of inclusiveness, embracing diverse voices, and creating equitable opportunities across all sectors of our work. We prioritize growth that is not only sustainable but also centered on fostering a supportive and collaborative environment where all individuals have the resources and opportunities to thrive. 

OUR DIVERSITY AND EQUAL OPPORTUNITY CORE VALUE  

Paul M. Angell Family Foundation is committed to equal employment opportunity and to compliance with applicable local, state, and federal antidiscrimination laws which prohibit discrimination and harassment against any employees or applicants for employment based on their actual or perceived race, color, religion, age, ancestry, marital status, protective order status, military status, sexual orientation, gender identity, gender expression, work authorization status, pregnancy and the potential or intention to become pregnant, AIDS/HIV status, medical condition, status as a victim of domestic, sexual, gender or criminal violence, certain arrest or criminal history records, lack of a permanent mailing address or a mailing address that is a shelter or social services provider, and use of lawful products outside of work during non-working hours.  We will not tolerate discrimination or harassment based upon these characteristics or any other characteristic protected by applicable federal, state, or local law.  

HOW YOU CAN APPLY 

To apply submit application here

You will be asked to submit the following: 

• Resume 

• Cover letter highlighting your experience and your ability to excel in this role 

• Application closes: February 28, 2025  

• Expected start date: April 2025