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.

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.

• 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.

• 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.

• 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.

• 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.

• 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

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 Ring Central.
• Experience with project management platforms (Asana, Trello, or similar).