Executive Assistant

The Executive Assistant provides essential support to a civically engaged philanthropic founder. This role oversees a broad range of administrative and organizational responsibilities. The ideal candidate is self-driven, polished, and discreet, with exceptional organizational abilities and a talent for managing shifting priorities in a fast-moving environment. This position requires supporting the principals with professionalism and care, ensuring their public presence and private affairs are handled seamlessly and thoughtfully.

• Assist with board compliance requirements, including tracking deadlines, preparing documentation, and managing membership renewals and dues payments.
• Maintain accurate and up-to-date CRM records, ensuring data integrity and timely updates.
• Support basic bookkeeping functions, including expense tracking, invoice processing, reconciliations, and coordination with accounting partners as needed.
• Prepare reports, summaries, and correspondence while maintaining well-organized digital and physical filing systems for easy retrieval.
• Proactively troubleshoot technology issues for the Founder and coordinate with IT providers to ensure seamless day-to-day operations.
• Manage invitations, event registrations, and recurring engagements, ensuring accurate tracking and timely follow-through.
• Coordinate maintenance, vendor appointments, and household updates for the primary residence, overseeing scheduling and quality control.
• Oversee holiday card production/distribution, list management, printing coordination, and mailing logistics.
• Maintain and regularly update personal and professional contact lists to ensure accuracy and accessibility.
• Serve as the first point of contact for incoming calls, liaising professionally with business contacts, vendors, and personal connections.
• Collect, review, and appropriately route PO Box mail in a timely and confidential manner.
• Trusted liaison for immediate family, supporting coordination of shared schedules and activities as needed.
• Handle highly sensitive personal and business information with absolute discretion and sound judgment.

• Bachelor’s degree with 3–5+ years supporting high-net-worth individuals or operating in a fast-paced startup environment.
• Highly organized with strong project management skills; able to manage multiple priorities, events, and operational workflows simultaneously.
• Excellent written/verbal communication skills, ability to build and maintain strong internal/external relationships.
• Experience with email triage and relationship mapping, grant history research, donor relationship assessment, and strategic communication filtering.
• Operational responsibilities include payroll, benefits administration, open enrollment management, invoice processing, and facilitation of monthly foundation team meetings.
• Discreet, professional, and calm under pressure; comfortable meeting tight deadlines.
• Proficient in Google Workspace, Microsoft Office, Quick Books, CRM systems, Apple/Mac devices, and AI tools (ChatGPT, scheduling, research, workflow automation).
• Self-motivated, detail-oriented, quick learner; access to a vehicle and legally authorized to work in the U.S.

The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.