Administrative Assistant

Frontline Source Group - Nationwide Staffing & Executive Search; Chicago (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

National Nonprofit Organization in the Chicago area is seeking an Administrative Assistant to join our team on a full-time onsite contract-to-hire basis. You will support daily administrative operations, serve as the first point of contact by phone, email, and in person, and maintain office organization, supplies, and materials.

Responsibilities include assisting with the annual scholarship program, donor and alumni records, scheduling meetings, taking minutes, preparing correspondence, and

Qualifications

• Excellent written and verbal communication skills.
• Strong organizational skills and the ability to manage several projects at once within set deadlines.
• Proficient in Google Workspace and Microsoft Office.
• Familiarity with donor CRM systems like DonorPerfect, Wix, SmarterSelect, and event platforms.

Responsibilities

• Support the daily administrative operations of the Foundation.
• Serve as the first point of contact by phone, email, and in person.
• Maintain office organization, supplies, filing systems, program materials, and event inventory.
• Assist with the annual scholarship program and donor/alumni records.
• Schedule Board of Directors and committee meetings and prepare materials.
• Take and distribute meeting minutes and track follow-up items.
• Support donor communications and event logistics.

Skills

Excellent written and verbal

Strong organizational skills

Multitasking

In-office regular days

Tools

Google Workspace

Microsoft Office

DonorPerfect

Wix

SmarterSelect

Eventlify

Job description

Our client located in the Chicago, Illinois area is seeking an Administrative Assistant to join their team. This is a full time onsite contract to hire opportunity.

Company Profile

National Nonprofit Organization

Support the daily administrative operations of the Foundation.

Serve as a first point of contact by phone, email, and in person.

Maintain office organization, supplies, filing systems, program materials, and event inventory.

Assist with the annual scholarship program, including monitoring applications, tracking required documentation, maintaining scholar records, and preparing materials for committee review.

Maintain donor, alumni, scholar, and mailing records in DonorPerfect.

Review database records for accuracy, duplicates, address changes, and inconsistencies.

Schedule Board of Directors and committee meetings and prepare meeting materials.

Take and distribute formal meeting minutes and track follow up items.

Prepare donor thank you letters, tax receipt letters, mailing lists, and other correspondence.

Provide administrative and logistical support for the annual Awards Ceremony and Gala Weekend and other Foundation events.

Maintain event registrations, guest lists, attendance records, signage, name badges, and event materials.

Assist with vendor and volunteer coordination.

Update approved Foundation website content using Wix.

Assist with email communications, proofreading, and production of printed materials.

Perform general administrative responsibilities including filing, copying, scanning, binding, deliveries, and office organization.

Assist with hands on event and office preparation, including organizing storage areas and moving and arranging boxes and event materials.

Work additional hours during peak scholarship season from late January through March and event season from April through June.

Evening and weekend work is required during the Awards Ceremony and Gala Weekend period, including several consecutive days onsite at the host hotel.

Administrative Assistant Background Profile:

Required:

Based in the Chicago area and able to work regular in office days.

Two to three years of administrative experience.

Proficient in Google Workspace.

Proficient in Microsoft Office.

Excellent written and verbal communication skills.

Strong organizational skills and the ability to manage several projects at once within set deadlines.

Able to work independently, solve routine problems, and recognize when guidance is needed.

Comfortable working with the public by phone, email, and in person.

Preferred:

Familiarity with DonorPerfect or a comparable donor CRM, with strong and accurate data entry skills.

Familiarity with SmarterSelect or a comparable application management platform.

Experience using Wix.

Familiarity with Eventlify or a comparable event registration platform.

Nonprofit experience, particularly in scholarships, development, or events.

Experience taking formal meeting minutes.