Administrative & Operations Assistant

Downtown Wheaton Association; Wheaton (IL); On-site; USD 18,000 - 26,000; Part time

Job summary

Downtown Wheaton Association is seeking an Administrative & Operations Assistant to support the DWA office and staff, handling tasks from data entry and filing to gift card processing, calendar management, mailings, and event assistance. The role often requires evening and weekend support for DWA events.

This part-time position (15–20 hours weekly, Tue–Thu 10 a.m.–4 p.m.) is on-site at 206 N. Main Street, Wheaton, IL, and pays $16 per hour.

Qualifications

• Strong communication, writing, and grammar skills.
• Strong administration and organizational skills.
• Comfortable working in a fast-paced environment.
• May be required to lift/stand/take an active role at events.

Responsibilities

• Take ownership of administrative and office needs for the DWA and staff.
• Manage general email inbox and respond or forward inquiries.
• Process gift card sales directly with customers by phone or email.
• Update the website calendar and events page.
• Respond to social media messages professionally.
• Deposit checks and communicate with the Bookkeeper.
• Distribute mail and handle outgoing mail for the organization.
• Assist with calendar management and volunteer program.

Skills

Communication

Writing

Grammar

Administrative skills

Organizational skills

Fast-paced environment

Job description

The Administrative & Operations Assistant will report to the DWA Executive Director.

Job Overview

The Administrative & Operations Assistant supports the administrative functions of the DWA office and staff, including, but not limited to, data entry, filing, managing the general email inbox, processing DWA gift card transactions, meeting scheduling, general organization, generating check requests, mailings, and more. Additionally, the Administrative & Operations Assistant supports the DWA staff by assisting at DWA events, which often occur in the evenings and on weekends.

Responsibilities and Duties

• Take ownership of the administrative and office needs of the Downtown Wheaton Association and its staff.
• Manage the general email inbox, responding to customer inquiries and/or forwarding emails accordingly.
• Process gift card sales directly with customers via phone or email.
• Update the website (digital calendar, events page, job board).
• Respond to direct messages on social media in a professional manner.
• Deposit incoming checks and communicate with DWA Bookkeeper.
• Sort and distribute incoming mail and send mail on behalf of the organization.
• Deliver checks and items as needed, locally, throughout Downtown Wheaton.
• Assist with compiling the monthly member newsletter.
• Answer phone calls to the main office line.
• Assist with calendar management.
• Maintain printed and digital files.
• Assist with volunteer program.
• Office supply ordering.
• Other duties as needed.

Qualifications

• Strong communication, writing, and grammar skills required.
• Strong administration and organizational skills required.
• Comfortable working in a fast-paced environment.
• May be required to lift/stand/take an active role, sometimes in inclement weather, during or in preparation for DWA events.

Hours

• 15-20 hours per week during DWA office hours, which are Tuesday-Thursday10 a.m. – 4 p.m.
• This is a part-time position requiring flexibility to sometimes work nights and weekends.

Location

• 206 N. Main Street, Wheaton, IL 60187
• DWA events take place throughout Downtown Wheaton.

Compensation:

• 15-20 hours per week. $16 per hour.

The DWA is an equal opportunity employer and actively recruits, selects and promotes qualified employees and volunteers, broadly representative of the community served and administers its personnel practices without discrimination. DWA prohibits harassment of one employee by another employee or supervisor. Discrimination on the basis of age, veteran status, sex, sexual orientation, race, color or ethnicity, nationality, disability, genetic information or religion, is prohibited in accordance with the Office of Civil Rights.