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Executive Coordinator

Req ID: 7978
Location: Chicago - Loop
# of Openings: 1
FT/PT: Full time
Employment Type: Regular
Salary Schedule:
Job Notes:


Summary:   This position provides high level administrative support for the Executive Director and the leadership team to help execute to the operational g oals of Heart land Housing Inc. The r esponsi bilities of this role encompass both internally and exter nally facing org anizational and administrative functions Individual accountabilities and work volume will be established through the development of annual Performance Objectives, within the framework outlined below

Essential Duties and Responsibilities:

  • Creates dashb oar d s, pr epares r eports, and assists in the preparat ion of monthly, annual and strategic reports
  • Coordinates the schedule o f t he Executive D i rector of HH,  prioritizes functions and appointments, and ensures that meetings, deadlines, presentations and other duties of the office of the Executive Director are carried out; coordinat es travel arrangements, flight s, accommodations and other itinerary specifics  
  • acts as a liaison with outside business org anizations, partners and industry associations. This person f acilitates the participation of the Executive Director in exter nal workgroups, boa r ds, coalitions and committees
  • Provides support services to senor team, other external and internal work groups including maintenance of rosters, coordination of meetings, and preparation of minutes (as required by Executive Director).
  • Screens visitors and callers and responds to requests within this position's responsibilities.
  • provides prof icient administrative support to the Executive Director of HH and t he leadership t eam, including, but n ot limited to: high level business writing and proofreading of corr espondence, pr esentations and announcements fr om the ED’s office, develops staff and boa rd pr esentations, annual reports and policy m anua ls for both inter nal and exter nal use, office s ystems development and maintenance and informa tion management
  • tr ack change and progress of organizational wide init iatives, systems implementation and policy development
  • Maintains an appropriate professional demeanor toward co-workers, visitors, clients, and others. Exhibits the highest level of confidentiality at all times. Adheres to professional standards as outlined by organizational plans/policies and departmental guidelines. 
  • Provides Board of Directors-related support services including, but not limited to: maintenance and monthly update of Board and Board Committee rosters, coordination of Board meetings and preparation of minutes, and development of meeting agendas with collection of related materials.
  • Approves and coordinates requisitions for office supplies and related items or services, within defined budgetary limitations.  Coordinates the repair of office equipment and instructs others in the proper use of office equipment.
  • Other duties may be assigned


Supervisory Responsibilities

While this position has no direct reports, this role is expected to assist in coordinating the administrative functions of the admin istrative support st aff within Heartland Housing Inc.including training staff on internal processes and syst ems to ensure operations are appropriately covered


Competencies: To perform the job successfully, an individual should demonstrate the following competencies.

  • Problem Solving - Gathers and analyzes information skillfully.
  • Project Management - Coordinates projects; Communicates changes and progress; Completes projects on time and budget.
  • Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
  • Diversity - Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment.
  • Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
  • Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.


Qualifications:   To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  •  Education and/or Experience:   Bachelor's degree and three years of relat ed experience or equivalent combination of education and experience .
  • Language Skills:   Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.
  • Computer Skills:   Demonstrated proficiency with word processing, spreadsheet, database and presentation software (specifically Microsoft Office). 
  • Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.
  • Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages. 

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is regularly required to talk and hear. 
  • The employee is frequently required to use hands to key, handle, or feel and reach with hands and arms. 
  • The employee is regularly required to sit, stand and walk. 
  • The employee must occasionally lift and/or move up to 10 pounds.
  • Specific vision abilities required by this job include close vision and ability to adjust focus.


Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    • The noise in the work environment is moderate

 Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987


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Heartland Alliance requires all employees to be fully vaccinated against COVID-19 unless Heartland has approved a medical or religious accommodation for you consistent with applicable laws and regulations.