Executive Assistant (virtual) for Non Profit in Chicago

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- Please confirm if you are able to work in CST time (chicago central time) with at least 80% overlap from 9-5 CST.

Your Mission
Your mission is to help the Executive Director stay focused on the organization’s highest priorities by creating structure, follow-through, and accountability around his time, relationships, projects, deadlines, and commitments.
This is not a traditional administrative role. You will help turn ideas into action, make sure important opportunities and relationships do not fall through the cracks, and help Rebels for Peace operate in a more organized and proactive way.

What You’ll Do
Executive Support & Priorities
Manage the Executive Director’s calendar, meetings, email priorities, commitments, and follow-up.
Help organize weekly priorities and protect time for fundraising, partnerships, programs, leadership, and other high-value work.
Prepare the Executive Director for important meetings and events with relevant background, talking points, materials, and clear next steps.
Track decisions, commitments, and action items and make sure they are completed.
Help maintain a consistent newsletter and organizational communication schedule.
Gather stories, photos, program updates, accomplishments, and other content from across the organization.

Relationships, Fundraising & Opportunities
Maintain organized follow-up with donors, funders, partners, schools, community leaders, businesses, and other stakeholders.
Manage relationship information and next steps in the CRM and help create consistent stewardship rather than only reaching out when something is needed.
Research potential funders, partners, sponsors, conferences, community events, networking opportunities, and other opportunities that could benefit Rebels for Peace.
Help prepare outreach, presentations, sponsorship materials, newsletters, and other communications that support fundraising and relationship development.

Project & Event Management
Project manage events, fundraising campaigns, special initiatives, and Executive Director priorities from planning through completion.
Create clear timelines, responsibilities, deadlines, and milestones and coordinate staff, vendors, partners, and other stakeholders.
Identify potential delays or missing pieces early and make sure projects continue moving forward.
Build repeatable checklists, templates, and systems that make future events and campaigns easier to execute.
Operations, Reporting & Compliance
Maintain a master calendar for organizational deadlines, reports, renewals, contracts, filings, and other important requirements.
Gather information and documentation needed for reports, filings, board materials, and organizational records.
Maintain organized systems so important documents, deadlines, and responsibilities are easy to find and track.

Budgeting, Financial & Presentation Support
Assist with program, event, campaign, and organizational budgets and help track spending against budget.
Work with leadership and accounting support to organize financial information, invoices, receipts, reimbursements, and reporting.
Create spreadsheets, financial summaries, presentations, briefing documents, and other materials used for leadership, board, donor, and partner meetings.
Turn information and data into clear, professional, easy-to-understand materials.

Qualifications
We are looking for someone who is:
Exceptionally organized, proactive, and strong at follow-through.
A strong project manager who can take an idea, build a plan, and drive it to completion.
Comfortable managing multiple priorities and deadlines in a fast-moving environment.
A strong communicator who can professionally interact with donors, executives, board members, funders, partners, staff, and community stakeholders.
Comfortable working with budgets, spreadsheets, financial information, and basic accounting concepts.
Strong with Excel or Google Sheets and PowerPoint, Google Slides, Canva, Notion or similar tools.
Comfortable with CRMs, calendars, email, shared drives, project management tools, and other digital systems.
Able to work independently, exercise good judgment, and respectfully hold others accountable.
Professional, discreet, resourceful, and comfortable working with confidential information.

Preferred Experience
Experience in one or more of the following is strongly preferred: executive assistance, project management, nonprofit operations, fundraising, donor stewardship, events, budgeting, reporting, compliance, partnerships, or community engagement.

The Ideal Candidate
You are someone who notices what needs to happen and takes ownership of making it happen.
You enjoy creating order, managing details, building relationships, solving problems, and helping a busy leader stay focused.
You can move between coordinating an event, preparing a presentation, tracking a filing deadline, updating a budget, researching a potential partner, and making sure an important follow-up gets completed.
You turn priorities into plans, plans into action, and make sure nothing important falls through the cracks.

About Rebels for Peace
Rebels for Peace is a Chicago-based nonprofit working with youth and communities impacted by gun violence. Through mentorship, social-emotional learning, leadership development, and community engagement, we help young people build the skills and relationships they need to choose peace and become leaders in their communities.
We are looking for a highly organized, proactive, and relationship-oriented Executive Assistant & Relationship Coordinator to work closely with our Executive Director, Prince Jimmar.