Executive Assistant

** To apply, please submit a resume and a brief explanation of your interest in the ABF as a single PDF. **

About the ABF

The American Bar Foundation (ABF) is a 501(c)(3) nonprofit research institute that expands knowledge and advances justice through rigorous empirical research on law, legal processes, and legal institutions. The ABF's primary sources of funding are: an annual grant from the American Bar Endowment (ABE); research grants from public and private sector funding agencies; and contributions by the Fellows of the ABF - a global honorary society of attorneys, judges, faculty, and scholars whose careers have demonstrated outstanding dedication to the highest principles of the legal profession. The ABF offices are located on Northwestern University's Chicago campus in Streeterville.

Position Overview

The Executive Assistant (EA) will provide outstanding operational support that empowers effective and efficient organizational leadership. This position reports to and primarily supports the Executive Director (ED)/CEO. The EA also works closely with the Board of Directors, Chief Operating Officer, Chief Financial Officer, Chief Development Officer, Director of People and Culture, and research faculty members. The EA performs a wide variety of functions independently, exercising confidential discretion and sound judgment in performing these duties. The EA also assists with special projects such as the creation and implementation of the ABF's 5-year strategic plan.

Key Responsibilities

Executive Leadership Coordination (70%)

• Ensure the Executive Director's time is maximized and aligned with the ABF's priorities by seamlessly handling their calendar, arranging meetings, and coordinating all details of travel and creating comprehensive travel itineraries.
• Coordinate executive communications, which includes drafting, editing, formatting and proofreading agendas, memos, presentations, correspondence and other materials; and taking meeting notes.
• Manage and facilitate the Executive Director's briefing process by monitoring their calendar and working with staff and stakeholders on meeting preparation.
• Plan and execute logistics ahead of, during, and after Board meetings and events (in-person, hybrid, and virtual).
• Process expense reports and maintain files for the ED and the Board.
• Liaise with departments and organizations to accomplish special projects on behalf of the ED.

Academic Affairs and Operations Support (30%)

• Serve as administrative coordinator for faculty committees, visiting scholar program, and other faculty programs.

• Coordinate faculty recruitment and reappointment process.
• Support events, including assisting with securing lodging, ordering catering, and staffing events.
• Share front-office responsibilities (e.g., welcoming guests) with Office Coordinator.
• With Director of Finance, coordinate compliance filings such as state charitable registrations.
• Assist the team to improve current operations and processes.

Other duties not listed above may be required of this position.

Required Qualifications

• At least 2 years as a successful Executive Assistant or an equivalent role.
• Exceptional attention to detail, thoroughness, and accuracy.
• Takes a forward-looking, proactive approach to planning and organizing executive office functions.
• Ability to take ownership of work, drive projects forward, and problem-solve as needed.
• Ability to "manage up," prioritize executive attention, and oversee long-term projects.
• Integrity and trustfulness with confidential organizational and employee information.
• Strong customer service orientation.
• Strong written and verbal communication skills.
• Commitment to the ABF's mission and to advancing diversity, equity, inclusion, and belonging.
• Strong proficiency in Zoom, Microsoft 365 (Word, Excel, PowerPoint, Forms, Outlook, SharePoint, OneDrive), and Adobe Acrobat (e.g., creating and editing PDFs).
• Illinois residency and valid U.S. work authorization.

Preferred Qualifications

• Experience working in a nonprofit and/or academic environment, especially with a Board of Directors or similar leadership structure.
• Project management coursework or certification.
• Comfort with calendaring and project management software.
• Ability to move items up to 15 pounds across the office (e.g., box of books).

Work Structure and Environment

This is a full-time, exempt position. This position is expected to work at the ABF offices at least three days per week and to work within Illinois on most other weekdays. Standard work hours are Monday through Friday, 9:00 am to 5:00 pm, with a one-hour lunch period. Occasional work outside of these hours is expected in connection with ABF events (e.g., Board meetings). Out-of-state travel is not required for this position.

Compensation and Benefits

The salary range for this position is $55,000 to $65,000, commensurate with experience. Full-time administrative staff benefits include:

• 35-hour work week, plus early-dismissal Summer Fridays
• Flexible work schedules and compensatory time
• Generous paid leave, including a weeklong winter recess, paid family/medical leave, and other leave (e.g., short- and long-term disability, school visitation)
• BCBS IL medical and dental insurance
• UnitedHealthCare vision insurance
• Flexible spending account (FSA) or health savings account (HSA)
• 403(b) retirement plan with automatic 5% employer contribution AND 5% employer match

• Transit and parking benefits, including discounted parking
• Life insurance
• Employee assistance program
• Legal assistance plan
• Corporate discounts
• Other perks offered by the ABF and Northwestern University

How to Apply

Please submit a resume and a brief explanation of your interest in the ABF as a single PDF via Breezy. Applications submitted through other platforms will not be reviewed. No phone calls, please.

Note: A pre-employment background check is required for final candidates. Conviction of a crime does not necessarily disqualify a candidate from employment.

The American Bar Foundation (ABF) is firmly committed to providing equal employment opportunities to all qualified persons, including providing reasonable accommodations to qualified job applicants. All decisions regarding employment will be made without unlawful discrimination on the basis of age; ancestry; certain arrest or criminal history records; citizenship; color; disability; gender; gender identity; genetic information; housing status; marital status; military status; national origin; order of protection status; parental status; pregnancy; protected activity (e.g., reporting of prohibited discrimination or harassment); race (including traits associated with race such as hair texture or hair styles); religion; reproductive health decisions; sex; sexual orientation; source of income; status as a victim of domestic violence, sexual violence, gender violence, or any other crime of violence or who have family or household members who are victims of such violence; unfavorable discharge from the military; or any other status or classification protected by applicable federal, state, and/or local laws.