Job Description

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 Saturday hours are required.

Compensation

Salary will be based on the candidates depth of relevant experience, demonstrated skills and alignment with the roles 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 organizations 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 scholarship grant documents to external auditors for 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 executives 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 info@xxxx.org 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

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

An associate degree required, a bachelors 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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