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Arden Shore Child and Family Services · 6 days ago

Executive Coordinator

Waukegan, IL

Full-time

Hybrid

Mid Level

Arden Shore Child and Family Services is seeking an Executive Coordinator to support the effective functioning of its executive leadership. This role involves providing high-quality administrative coordination, managing schedules, communications, and supporting leadership initiatives within the organization.

CharityCommunitiesNon Profit

Responsibilities

Manage the President & CEO’s calendar, scheduling, and meeting logistics, including internal meetings, external commitments, and travel coordination

Provide inbox triage and message prioritization to support timely executive response

Prepare, format, proof, and organize documents, presentations, and materials for executive use

Coordinate signature routing, approvals, and follow-through on CEO-driven tasks

Maintain organized digital and physical files related to executive operations, governance, and leadership activities

Support the coordination and effectiveness of the Executive Leadership Team by assisting with leadership meeting logistics, materials preparation, and follow-up on shared priorities

Track ELT-wide action items, deadlines, and deliverables tied to executive decisions and initiatives

Assist ELT members with scheduling, materials, or coordination related to CEO-directed or organization-wide initiatives

Serve as a central coordination point to support alignment and follow-through across executive functions

Provide coordination and administrative support for leadership-level working groups, task forces, and cross-department initiatives sponsored by the Office of the CEO

Support meeting logistics, agenda preparation (as directed), materials organization, and documentation of action items and decisions

Track follow-up items, timelines, and deliverables to support execution of executive priorities

Maintain organized records and continuity across working group meetings, even as membership or focus areas evolve

Elevate stalled items, risks, or missed follow-through to the President & CEO as appropriate

Coordinate logistics and materials for Board and committee meetings, including agendas, packets, calendars, and supporting documentation

Track Board and committee deadlines, action items, and follow-up in coordination with leadership

Support preparation of Board communications and governance materials

Serve as a point of coordination between executive leadership and Board members for scheduling and information flow

Draft, edit, or polish internal and external communications on behalf of executive leadership, as appropriate

Support preparation of talking points, briefing memos, and background materials for meetings or events

Ensure consistency, clarity, and professionalism in executive-facing communications

Assist with correspondence to partners, funders, and stakeholders as directed

Track executive-level priorities and cross-department requests to ensure timely follow-through

Support project timelines by coordinating deliverables, reminders, and status updates

Help translate leadership decisions into clear next steps and documented outcomes

Provide backup coordination support during high-volume periods, leadership transitions, or major initiatives

Help maintain clarity and flow between the Office of the CEO and the broader organization

Qualification

Executive-level administrative supportBoard governance familiarityProject management experienceBilingual (Spanish/English)Highly organizedProactiveReliableCommunicatorCalm under pressure