Administrative Assistant, Regional Markets

IFF (CDFI); Chicago (IL); Hybrid; USD 65,000 - 83,000; Full time

Job summary

IFF (CDFI) is seeking an Administrative Assistant in a full-time, hybrid role to support the Chief Regional and Market Officer and the Regional and Market Leadership team across multiple offices. The role emphasizes high-level administrative duties, project coordination, and confidential information handling in a mission-driven, equity-focused organization.

The position requires 1–3 years in admin or project management, a Bachelor’s degree, and proficiency with Dynamics365 and SharePoint.

Qualifications

• Education and experience: Bachelor's degree or equivalent.
• 1-3 years in administration or project management.
• Experience in nonprofit, community development, or real estate preferred.
• Strong written and verbal communication, and ability to handle confidential information.

Responsibilities

• Administrative Support. Provides comprehensive support to the CRMO, including calendar management, email coordination, task management and special project support.
• Project Management. Maintains team workplans and coordinates data updates across regions.
• Meeting Coordination. Plans logistics for large team meetings and events, prepares materials, notes, and follow-up actions.
• Database and Document Management. Maintains records and verifies data across databases.
• Financial Administration. Assists with expenses, invoices, and credit card reconciliation.
• Operational & Team Support. Manages onboarding, access to systems, and cross-team collaboration.
• Other. Contributes ideas and develops professional growth plans.
• EDI Commitment. Supports equity, diversity, inclusion initiatives.

Skills

Calendar management

Communication

Project coordination

DEI awareness

Education

Bachelor’s degree

Tools

Dynamics365

SharePoint

Microsoft Office

Job description

Description

Title: Administrative Assistant, Regional Markets

Employee Status: Full-Time / Non-Exempt

Salary: Grade 3

Starting Range of $65,000 - $83,000 | Chicago | Milwaukee | Detroit

Starting range of $62,000 – $77,000 | Ohio | Indiana | Missouri | Grand Rapids

Reports to: Chief Regional and Market Officer

Matrix Reporting: Senior Manager, Regional Strategy and Implementation

Department: Executive

Location: Any IFF Office

Hybrid Remote: In office: T/W | Remote: M/Th/F

Department Function

Regional and Market Leadership is IFF’s enterprise function for advancing regional strategy, market development, external engagement, and market-facing alignment across the organization’s footprint. The department helps ensure that IFF’s work across markets is strategically grounded, responsive to local conditions, and connected to broader enterprise priorities. By linking regional leadership, stakeholder stewardship, capital investor engagement, market intelligence, and cross-functional coordination, the function strengthens how IFF identifies and advances market priorities, supports thoughtful growth, and brings field-based insight back into enterprise strategy and decision‑making. The department plays an integrative role across the organization by helping align place-based opportunity with enterprise direction, strengthening visibility into regional priorities, supporting more coherent approaches to market development and expansion, and improving coordination across business lines and enterprise functions. In doing so, Regional and Market Leadership helps position IFF as a trusted, strategic, and values‑driven partner across the communities and markets it serves.

The Organization

IFF is a mission‑driven lender, real estate consultant, and developer that helps communities thrive. Key to our success has been a deep sense of purpose, a broad perspective, and a relentless focus on achieving positive results. Across the Midwest we help clients from every sector, including human service agencies, health centers, schools, affordable housing developers, and healthy food grocery operators. Staff contribute extensive business experience and an unrivaled connection to the mission of IFF to the clients we serve.

Equity, Diversity, and Inclusion

Partnering to create thriving communities is at the heart of everything we do. We leverage knowledge, capital, and resources to advance equitable and transformational outcomes in under‑resourced communities, guided by our commitment to be an inclusive, anti‑racist and anti‑oppressive institution that honors communities as asset rich and as experts in their own stories.

Basic Job Function

The Administrative Assistant provides high‑level administrative support to the Chief Regional and Market Officer and is a critical part of the success of the Regional and Market Leadership team. This role is responsible for a variety of administrative and coordination tasks to ensure efficient team operations while applying an Equity, Diversity, and Inclusion lens to all aspects of the work. The ideal candidate has exceptional written and verbal communication skills, a commitment to solving problems collaboratively, the ability to use independent judgment with frequent access to complex and confidential information, and strong project management skills with the ability to manage multiple tasks and prioritize effectively in a fast‑paced environment. IFF is looking for candidates with a commitment to the work we do who can demonstrate their creativity, diligence, enthusiasm, growth‑mindset, thoughtfulness, and passion to make meaningful change in the areas of economic and racial justice.

Core Responsibilities

• Administrative Support. Provides comprehensive administrative assistance to the Chief Regional and Market Officer (CRMO), including complex calendar management, email coordination, priority task management and special project support. Screens and directs calls and emails to the appropriate party for action, information, and response. Handles sensitive information with confidentiality.
• Project Management. Supports projects as directed by the Senior Manager of Regional Strategy & Implementation. Maintains the Regional and Market Leadership (RML) team workplan to ensure project deadlines are tracked and communicated accurately. Coordinates with staff across teams and regions to gather and track organizational data and updates. Assists in the development and distribution of reports.
• Meeting Coordination. Coordinates and manages logistics for large team meetings and events, including schedule alignment, material preparation, conference room setup, note‑taking and distribution, tracking action items and supporting follow‑up communication.
• Database and Document Management. Maintains accurate and complete customer, stakeholder, vendor, and financial records. Collects, edits, enters, and verifies data and maintains assigned electronic databases.
• Financial Administration. Processes and tracks expenses by accurately preparing and submitting invoices, check requests, and other financial functions, as directed. Collects and codes receipts to complete monthly corporate credit card reconciliation.
• Operational & Team Support. Organizes and supports the RML team, including but not limited to maintaining a shared calendar of events, onboarding new team members, coordinating access to systems and tools, and serving as a central point of contact for collaboration and general communication.
• Other. Contributes creative ideas and process‑driven approaches to team projects. Develops and completes an annual professional development plan, in consultation with supervisors. Maintains required job knowledge, skills, and core professional competencies.
• Demonstrates a commitment to equity, diversity, and inclusion. Promotes an environment of empathy and respect, ensures the inclusion of all team members, and will actively engage in EDI events and learning opportunities.

Note

No job description can be entirely comprehensive, and the jobholder will be expected to carry out such other duties as may be required from time to time and are broadly consistent with the job description and status of the position within the organization.

Performance Measures

• Successful delivery of high‑quality work products and timely completion of all work.
• High level of initiative and effective prioritization of projects and requests.
• Consistent maintenance of team files, contacts, reports, and systems.
• Engagement with colleagues, clients, and partners embodies values of lifelong learning and professional development.
• Cultivates a culture of openness in information sharing. Encourages open communication, cooperation, and the sharing of knowledge.
• Models personal accountability that promotes ownership and engagement.
• Builds and maintains effective working relationships with colleagues, peers and team members.
• Values and supports differences in others, contributing to an inclusive work environment. Demonstrates the ability and willingness to communicate effectively with people of diverse backgrounds and experiences to create a collaborative, collegial, and caring community.
• High level of satisfaction with both internal colleagues and external contacts.

Requirements

Position Qualifications:

Education: Bachelor’s degree or equivalent combination of education and/or experience required.

Previous Experience: 1-3 years of experience in administration or project management. Experience in and knowledge of nonprofit sector, community development, finance, or real estate development is preferred.

Additional Requirements: Proficiency with Microsoft Office, Dynamics365, and SharePoint. Regional travel may be required. Occasional evening and weekend work may be required.

IFF Does Not Offer The Following

• relocation package
• 100% remote
• provide sponsorship to applicants who require or will require a work permit.

Check off only some boxes in the requirements listed above? Studies have shown that marginalized communities - such as women, LGBTQ+ and people of color - are less likely to apply to jobs unless they meet every qualification. So, if you're excited about this role, we encourage you to apply.

IFF values equity, diversity, and inclusion as part of its mission to strengthen nonprofits and the communities they serve. IFF is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.