What are the responsibilities and job description for the Executive Administrator position at PAWS Chicago?
Job Summary
PAWS Chicago seeks a highly organized, mission-driven, and passionate Executive Administrator to play a critical support role with our leadership team and working directly with our executive Chair and Executive Director. This dynamic role goes beyond administrative support; it’s a chance to be at the heart of a fast-paced, purpose-driven organization that’s transforming animal welfare. You’ll play a key role in enhancing operational efficiency, managing executive schedules, and driving the timely execution of high-impact initiatives.
This is a unique opportunity to work closely with passionate changemakers, contribute meaningfully to our lifesaving mission, and be part of a team that’s redefining what’s possible for homeless pets. If you’re proactive, adaptable, and thrive in a collaborative, high-energy environment—this is your moment to make a difference.
Job Responsibilities
Executive and Administrative Support:
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Manage calendars, schedule meetings, handle correspondence (email, phone, mail, and written communications), prepare presentations, and coordinate travel arrangements for senior leaders.
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Coordinate executive schedules and manage reservations, (i.e., Board of Directors’ meetings, appointments, interviews, tours, lunches, dinners, fund-raising events, etc.).
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Effectively communicate deliverables with clear deadlines and help to hold owners across the executive team accountable
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Provide administrative support for the office, including maintaining organization and tidiness of supply room, serving as the point of contact for equipment service calls, vendors and assisting with shipping needs.
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Develop and implement methods to ensure efficiency, collaboration and shared understanding across the executive team
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Manage office logistics, organize meetings, maintain records, and handle other administrative duties as needed.
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Deliver documents (within 10 miles)
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Support event planning and execution. Attend events to assist leadership and the PAWS team.
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Assist with donor acknowledgement calls and correspondence.
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Available for minimal travel
Personal Assistant Support
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Provide basic tech support for home office equipment (printers, scanners, Wi-Fi, smart devices), experienced with Teams calls, troubleshooting issues and coordinating with external IT support when needed.
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Maintain and organize the Executive Chair’s home office, including physical filing systems, document archiving, and supply inventory.
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Assist with onboarding new tools or apps to streamline personal and professional workflows
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Coordination of personal appointments with time tracking
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Correspondence and file management for family foundation with time tracking
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Occasional pet care assistance in office
Board of Directors Support
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Support Board of Directors calendar and administrative activities including scheduling needs.
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Plan and execute board and committee meetings: logistics, material compilation, and distribution.
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Take minutes and support follow-up for leadership meetings and key projects as assigned.
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Maintain records and files for Board of Directors.
Legal Administration and Records:
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Legal document administration and management including organizational contracts and estate/bequest administration.
Financial Administration:
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Process invoices, ensure appropriate allocations of expenses, provide oversight for credit card management, liaise with finance the team, and negotiate contracts.
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Track and manage vendor invoices and files.