Executive Office Manager

Description:

About Chicago Family Health Center (CFHC)

Chicago Family Health Center (CFHC) is dedicated to providing accessible, high-quality, and compassionate healthcare to individuals and families across Chicago’s diverse communities. We promote wellness and health equity through comprehensive care and community partnerships.

We are seeking a strategic and detail-oriented Executive Office Manager to support our Chief Executive Officer (CEO) and C-Suite leadership team. This pivotal role ensures smooth day-to-day operations of the executive office and drives organizational excellence through proactive administrative leadership and operational coordination.

Position Summary

Reporting directly to the CEO, the Executive Office Manager serves as a key liaison between executive leadership, the Board of Directors, and internal/external stakeholders. The position requires exceptional organizational, communication, and problem-solving skills to anticipate the needs of the CEO and executive team. The ideal candidate demonstrates initiative, confidentiality, and a strong sense of professionalism in managing multiple priorities and complex projects.

Key Responsibilities:

Executive Support

• Serve as the primary liaison between the CEO, C-Suite executives, Board of Directors, and external partners.
• Manage executive calendars, coordinate meetings, and organize recurring leadership and management events.
• Prepare agendas, materials, and presentations; document and track follow-up items from meetings.
• Draft, proofread, and distribute high-level correspondence, reports, and communications.
• Coordinate travel and logistics for executive team members and major organizational events.
• Oversee executive-level projects, reports, and cross-departmental initiatives.
• Ensure confidentiality, accuracy, and professionalism in all communications and documentation.

Board of Directors Liaison

• Plan and coordinate logistics for Board and committee meetings, including scheduling, communications, and materials.
• Record and maintain official Board documents, including minutes, bylaws, and rosters.
• Manage communication and event coordination for Board-related activities.
• Track and follow up on Board action items in partnership with leadership.

Office Management & Operations

• Oversee day-to-day operations of the executive suite, including supplies, facilities, and vendor relationships.
• Maintain organized records, filing systems, and office equipment.
• Coordinate office and technology needs for the C-Suite team.
• Manage office cleanliness and organization, working with building facilities as necessary.
• Support logistics for staff meetings, retreats, and organization-wide events.

Work Environment & Schedule

• Hybrid work arrangement: Three days on-site / Two days remote (subject to operational needs).
• Occasional evening or weekend work required.
• Travel between CFHC locations as needed.
• Typical office environment with moderate noise level.

Chicago Family Health Centers offers benefits to all its full-time employees:

BCBS Medical PPO Plans| BCBS Dental |VSP Vision| Tuition Reimbursement up to $1,500 per year|8 Paid Holidays plus 4 floating holidays |10 Days of vacation |2 personal days | 10 sick days |

Requirements:

Education and Experience

• Bachelor’s degree in Business Administration, Communications, or a related field required.
• Minimum of five (5) years supporting senior executives (CEO, COO, CFO, or equivalent) in a fast-paced environment.
• At least three (3) years of project management experience.
• Experience in healthcare, nonprofit, or mission-driven organizations preferred.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Familiarity with collaboration tools such as Microsoft Teams, Zoom, and/or RingCentral.
• Experience with project management platforms (Asana, Trello, or similar).