Confidential
Description
Title:
Special Projects and Administrative Assistant
Supervised by:
Vice President
Supervises:
none at this time
Status:
Full-time
Position Summary The Special Projects and Administrative Assistant will provide administrative and special projects support to executives of two sister organizations, one with a local focus and the other with an international focus. The local-focused organization supports the youth in Chicago-area secondary schools by providing merit-based scholarship grants to pursue post-secondary education. The international-focused organization supports wellness center facility development and service implementation in East Africa.
Work Schedule Due to the nature of the responsibilities, this is not a remote position. Attendance is required at a Magnificent Mile office location Mondays-Fridays. Neither evening nor weekend hours are required.
Compensation Salary will be based on the candidate’s depth of relevant experience, demonstrated skills and alignment with the role’s core responsibilities.
Essential Job Functions
Local Organization Support
Support in the fulfilment of disbursement requirements of scholarship funds, by communicating and working directly with scholarship grant recipients and/or their parents/guardians and their schools
Establish and maintain a grant disbursement tracking and reporting system for management and audit purposes
Organize, maintain, and securely store scholarship grant files, both physical and digital, in line with the organization’s confidentiality and document retention policies
Meet regularly with executives to provide updates and secure guidance on stakeholder queries and follow-up actions
Organize and provide necessary documents to external auditors in the preparation of the annual financial audit and 990 reports, and coordinate timely submission of reports to oversight organizations
International Organization Support
Organize and catalogue past and current international engagements and visits for a documentary project; develop and maintain a project plan, timeline, and deliverables; track progress and ensure deadlines are met
Organize/Attend weekly virtual meetings with the East Africa organization, and follow up on assigned tasks
Coordinate travel arrangements of executives including fulfilling travel documentation and cash advance requirements
Complete and submit expense reports, reimbursements requests or liquidation of cash advances, and other accounting-related paperwork upon executive’s completion of travel
Conduct research, gather data, and prepare reports, proposals, or presentations on potential partnerships and donor organizations
Liaise with current and potential partners and donors, including maintaining communications and organizing in-person or virtual meetings and site visits
Office Management
Greet all visitors to the office, manage general office phone lines and monitor the main inbox, responding or directing inquiries as appropriate
Provide logistical support to internal and external meetings, including those of the Board of Directors of both organizations, by scheduling meetings, handling RSVPs, distributing agenda and meeting materials, catering, and room reservation, setup (including ICT) and breakdown
Assist with bookkeeping functions such as accounts payable, accounts receivable, bank reconciliation and bank deposits
Handle incoming and outgoing mail and packages; manage shipping and delivery needs
Oversee maintenance of office equipment and liaise with vendors and building management for repairs and office upkeep
Manage office inventory and supply ordering and assist with vendor accounts payable as needed
Support copying, scanning, and other general administrative tasks to keep daily office operations running smoothly
Perform other duties as assigned
Qualifications
Five years of experience providing high-level administrative support to senior leadership (Executive Director, CEO, or Director level) and Board of Directors, in the nonprofit sector preferred
Previous experience coordinating or supporting projects with multiple stakeholders
Demonstrated experience managing calendars, travel, and meeting logistics
Previous experience with office management tasks (facilities, vendors, supplies) and accounting-related tasks (cash advance and liquidation, expense reports and documentation, invoices and payables) is preferred
Strong written and verbal communication skills
Proficiency with Microsoft Office; experience using Quickbooks desirable
An associate degree required, a bachelor’s degree preferred
Desired Attributes & Experience
Exceptionally organized and detail-oriented while remaining focused on overarching goals
Able to juggle multiple deadlines and priorities; comfortable switching between executive support, project tasks, and office coordination needs
Self-motivated, resourceful, flexible and adaptable; anticipates needs and follows through with sound judgment
Strong written, verbal, and interpersonal communication skills; maintains respectful engagement with all stakeholders
Discreet and trustworthy in handling confidential or sensitive information
Ability to work well independently but equally comfortable asking for support or help when needed
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Special Projects and Administrative Assistant
Supervised by:
Vice President
Supervises:
none at this time
Status:
Full-time
Position Summary The Special Projects and Administrative Assistant will provide administrative and special projects support to executives of two sister organizations, one with a local focus and the other with an international focus. The local-focused organization supports the youth in Chicago-area secondary schools by providing merit-based scholarship grants to pursue post-secondary education. The international-focused organization supports wellness center facility development and service implementation in East Africa.
Work Schedule Due to the nature of the responsibilities, this is not a remote position. Attendance is required at a Magnificent Mile office location Mondays-Fridays. Neither evening nor weekend hours are required.
Compensation Salary will be based on the candidate’s depth of relevant experience, demonstrated skills and alignment with the role’s core responsibilities.
Essential Job Functions
Local Organization Support
Support in the fulfilment of disbursement requirements of scholarship funds, by communicating and working directly with scholarship grant recipients and/or their parents/guardians and their schools
Establish and maintain a grant disbursement tracking and reporting system for management and audit purposes
Organize, maintain, and securely store scholarship grant files, both physical and digital, in line with the organization’s confidentiality and document retention policies
Meet regularly with executives to provide updates and secure guidance on stakeholder queries and follow-up actions
Organize and provide necessary documents to external auditors in the preparation of the annual financial audit and 990 reports, and coordinate timely submission of reports to oversight organizations
International Organization Support
Organize and catalogue past and current international engagements and visits for a documentary project; develop and maintain a project plan, timeline, and deliverables; track progress and ensure deadlines are met
Organize/Attend weekly virtual meetings with the East Africa organization, and follow up on assigned tasks
Coordinate travel arrangements of executives including fulfilling travel documentation and cash advance requirements
Complete and submit expense reports, reimbursements requests or liquidation of cash advances, and other accounting-related paperwork upon executive’s completion of travel
Conduct research, gather data, and prepare reports, proposals, or presentations on potential partnerships and donor organizations
Liaise with current and potential partners and donors, including maintaining communications and organizing in-person or virtual meetings and site visits
Office Management
Greet all visitors to the office, manage general office phone lines and monitor the main inbox, responding or directing inquiries as appropriate
Provide logistical support to internal and external meetings, including those of the Board of Directors of both organizations, by scheduling meetings, handling RSVPs, distributing agenda and meeting materials, catering, and room reservation, setup (including ICT) and breakdown
Assist with bookkeeping functions such as accounts payable, accounts receivable, bank reconciliation and bank deposits
Handle incoming and outgoing mail and packages; manage shipping and delivery needs
Oversee maintenance of office equipment and liaise with vendors and building management for repairs and office upkeep
Manage office inventory and supply ordering and assist with vendor accounts payable as needed
Support copying, scanning, and other general administrative tasks to keep daily office operations running smoothly
Perform other duties as assigned
Qualifications
Five years of experience providing high-level administrative support to senior leadership (Executive Director, CEO, or Director level) and Board of Directors, in the nonprofit sector preferred
Previous experience coordinating or supporting projects with multiple stakeholders
Demonstrated experience managing calendars, travel, and meeting logistics
Previous experience with office management tasks (facilities, vendors, supplies) and accounting-related tasks (cash advance and liquidation, expense reports and documentation, invoices and payables) is preferred
Strong written and verbal communication skills
Proficiency with Microsoft Office; experience using Quickbooks desirable
An associate degree required, a bachelor’s degree preferred
Desired Attributes & Experience
Exceptionally organized and detail-oriented while remaining focused on overarching goals
Able to juggle multiple deadlines and priorities; comfortable switching between executive support, project tasks, and office coordination needs
Self-motivated, resourceful, flexible and adaptable; anticipates needs and follows through with sound judgment
Strong written, verbal, and interpersonal communication skills; maintains respectful engagement with all stakeholders
Discreet and trustworthy in handling confidential or sensitive information
Ability to work well independently but equally comfortable asking for support or help when needed
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