Administrative Assistant (Onsite)

Our Place; Wilmette (IL); On-site; USD 36,000 - 44,000; Full time

Benefits offered by this job

Annual holiday bonus

18 PTO days

10-12 paid holidays

Blue Cross Blue Shield medical

Dental

Vision

LTD

STD & Life insurance

403(b) employer match

Fully onsite in Wilmette, IL

Job summary

Our Place is seeking a passionate Administrative Assistant to join our small, onsite team in Wilmette, IL. This full-time role supports the Operations Director, Executive Director, and staff, handling a range of administrative tasks and communications.

The ideal candidate has 5+ years of experience, superb organizational and written/verbal communication skills, and proficiency with Google Workspace and Microsoft 365.

Qualifications

• High school diploma required.
• 5+ years of relevant experience.
• Proven ability to support multiple leaders in an administrative capacity.
• Outstanding customer service across diverse groups.
• Strong organizational and time management skills.
• Excellent written, verbal and interpersonal communication.
• Experience with Google Workspace and Microsoft 365.
• Experience with Little Green Light, Canva, Constant Contact and One Cause is a plus.
• Passion for service and supporting individuals with disabilities.

Responsibilities

• Support Executive Director, Operations Director and staff in daily operations.
• Handle calls, emails, and general communications.
• Support external communications, newsletters, articles and graphics.
• Organize filing systems, SharePoint, paper files and databases.
• Order and manage office supplies; liaise with vendors and providers.
• Prepare meeting agendas and notes as needed.
• Program scheduling and partner coordination.
• Enter donor data and run reports in the donor database.
• Assist with event management and fundraising activities.

Skills

Multi-leader support

Customer service

Organizational skills

Communication skills

Google Workspace

Microsoft 365

Flexibility

Education

High school diploma

Tools

Little Green Light

Canva

Constant Contact

One Cause

Job description

Our Place of New Trier is seeking a passionate and highly motivated, full-time onsite Administrative Assistant who will play a fundamental role in contributing to the organization's success through a diverse range of office duties and support tasks. This key role will support multiple leaders by effectively ensuring office efficiency and operations in a collaborative, small office environment. We are seeking an individual who is proactive, adaptable and adept at managing various duties and communication styles. This position also has an opportunity for career growth and skill development over time.

ABOUT US

Our Place is a non-profit organization dedicated to supporting teens and adults with intellectual and developmental disabilities in the north suburbs of Chicago. Since 2008, this inclusive and impactful organization has served its 120+ participants by providing a wide array of engaging in-person programs and activities with a goal of building the skills and relationships needed for participants to become fully contributing members of their community. To learn more about our organization and the way we serve our community, please visit us at https://www.ourplaceofnewtrier.org/.

WHAT WE OFFER

• Full-time (37.5 hours) position with an hourly rate of $26-32/hour based on experience and qualifications
• Annual holiday bonus
• Generous time off including 18 PTO Days
• 10-12 Paid Holidays (depending on calendar)
• Blue Cross Blue Shield medical insurance (Minimal employee contribution)
• Dental, Vision, LTD, STD & Life insurance
• 403(b) Retirement Plan with employer match
• Position is fully onsite in Wilmette, IL with a schedule of 9am-5pm M-F with a 30-minute unpaid lunch break (37.5 hours per week)

JOB SUMMARY

Reporting to the Operations Director, the Administrative Assistant is responsible for providing effective daily administrative support to the Operations Director, Executive Director and internal teams.

RESPONSIBILITIES

General Administrative Support

• Supports the Executive Director, the Operations Director and key staff in maintaining efficient day-to-day operations.
• Handles incoming calls, emails, and general communications.
• Supports various external communications (i.e. monthly newsletter) including writing articles, creating supporting graphics and formatting publications.
• Organizes and maintains filing systems including SharePoint, paper files and other databases.
• Orders and manages office supplies.
• Acts as the main liaison for program staff, office staff, vendors, and service providers.
• Prepares meeting agendas and meeting notes as needed.

Program Support

• Assists with phone and email communications to program participants and families.
• Provides general program support such as scheduling with program partners.

Development Support

• Enters data into the donor database, Little Green Light, and runs reports.
• Supports event management through One Cause, handling RSVPs and communications.
• Prepares and distributes donor acknowledgment letters.
• Assists with fundraising event preparations, grant preparation and review.

SKILLS & QUALIFICATIONS

• High school diploma required.
• 5+ years of relevant experience.
• Proven ability to effectively support multiple leaders in an administrative capacity.
• Outstanding customer service skills to effectively engage with a diverse range of individuals.
• Demonstrated organizational and time management skills with attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Flexibility and willingness to shift gears and help team members when needed.
• Proficient in Google Workspace and Microsoft 365.
• Experience with Little Green Light, Canva, Constant Contact and One Cause is a plus.
• Passion for service and supporting individuals with disabilities.

Our Place of New Trier is an Equal Opportunity Employer.

AI may have been used during the recruiting process. See (link) to learn how.

Key Words: Admin, Asst, Office Admin, Admin Asst, Administrative Assistant, Admin Assistant, NPO, Non-Profit, Non-Profit Organization