Board & Executive Office Coordinator

We are seeking a highly organized and proactive Board & Executive Office Coordinator to support our executive leadership team and board members. This role offers an exciting opportunity to be at the heart of our organization’s strategic operations, ensuring smooth communication, efficient scheduling, and effective administrative support. The ideal candidate will demonstrate exceptional attention to detail, strong interpersonal skills, and the ability to manage multiple priorities in a fast-paced environment.

Essential Role Functions:

Executive Support

• Serves as the first point of contact for the administration office; greets visitors, answers and routes incoming calls, emails, and inquiries professionally and confidentially, responding independently where established policy or practice applies and escalating to the appropriate executive as needed.
• Manages calendars for the Chief Executive Officer and C-Suite executives, including scheduling meetings, recurring one-on-ones, monthly meetings, and related events; confirms attendees, reserves rooms, and resolves scheduling conflicts.
• Prepares executives for meetings and check-ins by creating agendas, distributing reminders and pre-read materials, and tracking follow-up action items to completion.
• Prepares agendas, takes minutes, and distributes follow-up action items for Executive Team meetings, Executive Leadership meetings, and CFHC All Management meetings.

Board Governance Support

• Maintains the master board and committee meeting calendar and communicates meeting dates, logistics, and reminders to board members.
• Assembles and distributes board and committee meeting packets, agendas, and pre-read materials according to established timelines.

Office Operations & Records

• Monitors and orders office supplies and equipment for the executive suite; tracks inventory, processes purchase requests and invoices, and maintains vendor contact records.
• Submits and tracks service requests with Facilities and IT on behalf of the executive office and follows through to resolution.
• Maintains organized, secure electronic and physical filing systems for executive and governance records in accordance with CFHC records retention policies, including handling of data safe materials.

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

BCBS Medical PPO Plans| BCBS Dental |Vision| Tuition Reimbursement up to $1,500 per year|12 Paid Holidays and 10 Days of Vacation | 10 sick days |

Chicago Family Health Center is an affirmative action/equal opportunity employer who is committed to cultivating diversity, equity and inclusion within all aspects of our organizations. We stand against and prohibit discrimination in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.

Our organization values a collaborative and inclusive culture that fosters growth and innovation. We offer opportunities for professional development and a supportive work environment where your contributions make a meaningful impact.