Administrative Assistant - The CAFE' Group

About The CAFE Group 
The CAFE Group, founded by philanthropists Liz and Don Thompson, is a one-of-a-kind nonprofit unapologetically dedicated to investing in leaders of color, recognizing the value of their knowledge, experience, and connection to the communities they serve. Through tailored offerings, including mentorship, networking, and seven-figure catalytic funding, The CAFE Group is reshaping how philanthropy interacts with and invests in Black and other leaders of color to ensure everyone can thrive.  

Whether through our LEAD Internship programs for young people exploring careers in philanthropy or our community-building programs for education innovators funded through the 1954 Project initiative, The CAFE Group is building a new social impact leadership pipeline. 

We are currently seeking a highly organized, experienced Administrative Assistant to support two members of our senior leadership team. 

POSITION OVERVIEW 
The Administrative Assistant will provide high-level administrative and operational support to both the Chief Communications Officer (CCO) and the Chief Impact Officer (CIO). This role requires a seasoned professional with the ability to manage complex priorities, anticipate needs, and facilitate the smooth running of day-to-day operations. The ideal candidate will be based in Chicago, supporting executives who are not full-time residents of the city. 

Key Responsibilities 

• Manage calendars, scheduling, and meetings for both executives, ensuring efficient use of time and prioritization of key responsibilities. 

• Manage the inboxes of both executives, ensuring timely responses and prioritization of urgent matters 

• Draft, edit, and manage communications on behalf of the executives, ensuring tone and accuracy align with organizational brand / standards  

• Provide administrative support, including handling receipts, expense reporting, document preparation, and meeting agendas. 

• Coordinate logistics for internal and external meetings, events, and travel arrangements. 

• Assist in project management by helping to identify bottlenecks, move tasks forward, and ensure deadlines are met. 

• Collaborate across teams to ensure communication and workflows are seamless, especially between programmatic (CIO) and communications (CCO) functions. 

• Support hiring and onboarding processes for new team members and manage external vendors/contractors. 

• Help in organizing and facilitating events, both large-scale and ad-hoc, as needed. 

• Maintain a high level of confidentiality and discretion in handling sensitive information. 

• Organize and lead regular meetings with the CCO and CIO, ensuring clear communication, tracking progress on key initiatives, and proactively following up on action items. 

• Coordinate with other administrative staff to ensure seamless support for other tasks as assigned. 

Qualifications 

• Minimum of 5 years of experience as an Administrative Assistant or in a similar high-level administrative role. 

• Strong organizational skills with a proven ability to manage competing priorities and move projects forward. 

• Excellent communication skills, both written and verbal. 

• Experience working with executives who lead both large teams and smaller, more agile teams. 

• Manage competing priorities effectively while balancing the distinct requirements and workloads of both executives. 

• Ability to work proactively, anticipate needs, and solve problems independently. 

• Familiarity with event planning and coordination, both in-person and virtual. 

• Must be based in Chicago and able to provide on-site support to executives who do not live in the city full-time. 

• Proficiency in Microsoft Office Suite and other relevant software tools. Experience with Salesforce or other databases a plus. 

Why The CAFE Group? 
This is a unique opportunity to support two dynamic leaders in an organization dedicated to making a tangible impact on education and philanthropy. If you're a detail-oriented, problem-solving individual who thrives in a fast-paced environment and is looking to contribute to meaningful work, we’d love to hear from you.