Executive Assistant to the General Manager

Position Highlights:

• Full-time, onsite position
• Location - Chicago, IL
• Exciting opportunity to utilize your organizational, project management/multitasking and interpersonal skills to contribute to the vibrant cultural life of a private membership club.
• Salary: $120-$150K annually

Company Overview:

The University Club of Chicago is a private members' club dedicated to fostering an appreciation of literature and the arts. As a member-owned, Board-driven organization, we take pride in providing a distinguished space where members can engage in intellectual and cultural pursuits. Membership requires a college or university degree, and our diverse community spans nearly every industry and profession.

Located in downtown Chicago, the University Club occupies 14 floors and features 59 guest rooms, an extensive athletic program—including six squash courts and an indoor pool—exceptional Food & Beverage offerings with five restaurant areas and two bars, a dedicated member workspace, a game room, a library, and expansive event and meeting spaces. Hosting a wide range of member and private events, we have built a strong reputation for excellence—one upheld by the dedication and professionalism of our team.

Position Overview:

The University Club of Chicago seeks an Executive Assistant (EA) to provide high-level administrative support to the General Manager, ensuring seamless daily operations and effective communication between internal and external stakeholders. This role requires strong organizational skills, sound judgment, and the ability to manage multiple responsibilities with discretion and professionalism.

What You Will Be Responsible For:

Executive Support

• Manage the General Manager’s calendar, prioritizing meetings, inquiries, and requests while troubleshooting conflicts. Make informed recommendations to optimize the General Manager’s time and commitments.
• Serve as the primary point of contact for the General Manager, handling confidential and time-sensitive matters with discretion.
• Prepare correspondence, reports, and presentations; maintain contact lists; coordinate travel arrangements; and process expense reports.
• Keep the General Manager informed of key developments, upcoming commitments, and operational concerns, proactively addressing needs in advance of meetings and events.
• Act as a “gatekeeper” and “gateway,” facilitating smooth communication between the General Manager and staff while fostering trust and credibility across the organization.
• Support the coordination and execution of staff meetings and events as needed.

Board & Committee Support

• Act as liaison to the Board of Directors, managing logistics for Board, House, and Finance meetings and events.
• Schedule meetings, draft agendas, compile and distribute presentation materials, and record meeting minutes on behalf of the Board Secretary.
• Ensure compliance with bylaws and regulations related to Board matters.

University Club Foundation Management

• Oversee the Foundation’s scholarship program, including solicitation, stewardship, and award distribution.
• Organize and promote the scholarship application process, ensuring compliance with bylaws.
• Schedule Foundation Committee meetings, record meeting minutes, and assist with award disbursements in coordination with the CFO.
• Manage fundraising initiatives, including the annual donation campaign, graduation breakfast, and wine dinner & auction.
• Record donations, ensure proper bookkeeping in QuickBooks, and generate thank-you letters for donors.
• Maintain all Foundation records and prepare necessary documentation for annual audits.
• Manage the Foundation Store, sourcing custom products, negotiating vendor contracts, overseeing inventory, and ensuring all proceeds support the Foundation.

Event Coordination & Project Management

• Assist in planning and executing key events, including the Annual Board of Directors Golf Outing, Past Presidents’ Dinner, and Wing and Clay Society.
• Coordinate logistics, liaise with vendors, and ensure successful event execution.
• Manage multiple projects, tracking analytics, and logistics while collaborating with key contributors.
• Anticipate project needs, manage competing deadlines, and ensure smooth execution.

What You Bring to the Role:

• Extensive executive support experience, particularly with C-level executives; nonprofit board or Club experience preferred.
• Exceptional verbal and written communication skills.
• Strong organizational skills with meticulous attention to detail.
• Proficiency in current technical platforms, including Zoom, Microsoft Teams, Microsoft Office Suite, Salesforce, and other CRM tools.
• Strong correspondence skills, including professional editing and communication.
• Ability to analyze project data, coordinate logistics, and synthesize information for strategic decision-making.
• Professionalism in handling interactions with Board members, executives, staff, donors, and guests.
• The ability to prioritize tasks, manage time effectively, and make sound decisions independently.
• A high degree of integrity and discretion when managing confidential information.
• The flexibility to adapt quickly to changing priorities and urgent requests.
• Strong anticipatory skills and the ability to multitask effectively in a dynamic environment.

Compensation, Benefits, and Job Structure:

The University Club of Chicago offers a competitive compensation of $120,000-$150,000 based on skills and experience, as well as a comprehensive health & welfare benefits package. The role will be located in Chicago, IL and will be full-time, onsite at the Club, with ability to work flexible hours, including occasional evenings and weekends for special events.

How to Apply:

Please submit your resume and cover letter explaining your interest in the position through the Apply section on the NextGroup website. You will be contacted by the NextGroup search team regarding next steps.