Executive Assistant Office Manager

Office Manager/Executive Assistant

Our client is a leading non-profit seeking a highly organized, proactive Executive Assistant/Office Manager who thrives on keeping things running smoothly and enjoys being the person others count on to make things happen. This multifaceted role combines executive support, office management, and financial administration, offering the opportunity to make a meaningful impact behind the scenes. The ideal candidate is a resourceful problem-solver with exceptional attention to detail, strong communication skills, and the ability to anticipate needs, juggle competing priorities, and go above and beyond. The role requires 3–5 years of administrative experience, plus comfort handling invoices, working with numbers, and managing complex calendars.

Responsibilities

• Human Resources & Payroll: Coordinate biweekly ADP payroll, benefits, Simple IRA, HR searches, policy updates, personnel records, and new employee onboarding.
• Accounts Payable & Financial Administration: Review and code invoices for approval, allocate expenses across 10+ grants, reconcile credit card expenses, collaborate with external accountants, and support annual financial audits.
• Database & Communications Management: Maintain contact databases, manage correspondence, and coordinate stakeholder mailings.
• Event & Board Support: Coordinate invitations, RSVPs, vendors, catering, A/V, event logistics, and Board of Directors meetings, including scheduling and preparation of meeting materials.
• Office Administration: Manage supplies, mailings, shipping, meeting logistics, reception, phone coverage, IT coordination, office functions, and records retention.
• Development Support: Prepare deposit slips, deposit gifts, and maintain accurate electronic and hard-copy deposit records.
• Special Projects: Assist with additional projects and organizational needs as assigned.

Ideal Experience

• Bachelor’s degree and 3+ years of administrative experience required.
• Exceptional organizational skills, attention to detail, and follow-through.
• Self-starter with strong problem-solving, prioritization, and multitasking abilities.
• Advanced proficiency in Microsoft Office, particularly Outlook and Word mail merge.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to build strong relationships with colleagues and stakeholders.
• Professional, calm, positive, and adaptable demeanor.

Larko is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.