Associate, Events & Operations

Chicago Education Fund; Chicago (IL); On-site; USD 59,000 - 74,000; Full time

Benefits offered by this job

Healthcare coverage

Retirement contribution

Generous paid time off

Paid leaves

Work-from-home day per week

Job summary

Chicago Public Education Fund is seeking an organized Associate for Events & Operations to manage calendars, staff events, and support cross-functional projects. You will handle data entry, budgeting, and donor/event logistics in Salesforce, while collaborating with leadership across Strategy, Development, and Finance.

The role emphasizes accuracy, service orientation, and willingness to learn Salesforce, with regular evening/weekend event commitments in downtown Chicago offices and partner

Qualifications

• 2+ years of experience in event coordination, administrative support, or operations.
• Strong organizational and project management skills; ability to manage multiple deadlines.
• Excellent written and verbal communication, including with senior leaders, donors, and partners.
• Exceptional attention to detail in data entry, record-keeping, and budget tracking.
• Proficiency with Google Workspace or Microsoft Office.
• Sound judgment and discretion when handling confidential information.
• Collaborative, service-oriented approach across teams.
• Willingness to learn Salesforce and other data systems.
• Ability to work occasional evenings and weekends for events.

Responsibilities

• Schedule calendars, arrange travel, and staff partner meetings.
• Provide day-to-day administrative support for organizational and donor events.
• Staff Senior Leaders at external events, organizing materials and follow-up communications.
• Create customized materials (decks, one-pagers, invitations, and other materials).
• Develop high-quality email drafts, meeting materials, and other correspondence for leadership.
• Project-manage the end-to-end event planning process for organization-wide events.
• Surface the team’s event and logistical needs regularly (daily, weekly, monthly).
• Prioritize event needs and communicate decisions to build trust and ensure the team feels supported.
• Execute prioritized event needs efficiently with clear communication.
• Lead event logistics for external meetings, ensuring smooth execution.
• Enter and maintain event attendance, RSVPs, and follow-up records in Salesforce.
• Track event budgets, vendor invoices, and payments with Finance.
• Handle purchase requests, receipts, and reimbursements.
• Keep shared trackers organized and current.
• Run regular data-quality checks to flag gaps or errors.
• Write and update simple process guides for data entry.

Skills

Organization

Project management

Communication

Attention to detail

Data entry

Budget tracking

Google Workspace

MS Office

Confidentiality

Collaboration

Salesforce

Evenings/weekends availability

Tools

Salesforce

Job description

BACKGROUND

The Chicago Public Education Fund (The Fund) supports public schools by investing in the talented educators who lead them. As an independent nonprofit organization, we partner with Chicago Public Schools (CPS), the City of Chicago, the local philanthropic community, principals, and aspiring principals to build and sustain a culture of strong leadership. For more than two decades, our supportive program and policy efforts, and our willingness to innovate alongside educators, have made a measurable, positive impact on the quality of school leadership and helped educators support student learning.

ASSOCIATE, EVENTS & OPERATIONS

Reporting to the Director, People & Operations, the Events & Operations Associate keeps events, meetings, and follow-ups running smoothly and supports cross-functional projects across the organization. The role partners with Development, Strategy, Finance, and Senior Leaders (Chief Executive Officer, Chief of Internal and External Affairs, and Chief of Innovation and Continuous Improvement) while maintaining the data, records, and processes that make the work reliable and easy to handoff.

You will be primarily responsible for four key workstreams:

Operations Administrative Support

• Collaborate with the Strategy Team Senior Associate to support Senior Leaders with calendar scheduling, travel logistics, and staffing at partner meetings
• Provide day-to-day administrative support for organizational and donor events
• Staff Senior Leaders at external events, supporting in organizing materials and event follow-up communication
• Support creation of customized materials (decks, one-pagers, invitations, and other materials)
• Develop high-quality email drafts, meeting materials, and other correspondence for leadership

Events

• Project-manage the end-to-end event planning process for organization-wide events that support our program and policy work, donor-facing events, school visits, and in-person board gatherings
• Surface the team's event and logistical needs regularly (daily, weekly, monthly)
• Prioritize event needs and communicate decisions in a way that builds trust and ensures the tema feels supported
• Execute prioritized event needs efficiently, maintaining clear communication to ensure alignment
• Lead event logistics for various external meetings, ensuring all details are planned for and executed seamlessly and efficiently

Data & Finance Support

• Enter and maintain event attendance, RSVPs, and follow-up records in Salesforce so they are accurate and complete for every organizational and donor event
• Track event budgets, vendor invoices, and payments, working with the Finance team to make sure expenses are coded, approved, and reconciled on time
• Handle purchase requests, receipts, and reimbursements for team and event spending, keeping records accurate and audit-ready
• Keep shared trackers (event calendars, vendor lists, board and partner meeting logs) organized, current, and easy for the team to use
• Run regular data-quality checks to flag gaps or errors to system owners before they affect reporting
• Write and update simple process guides for data entry so work stays consistent and can be handed off to others

Cross-functional Projects

• Support People & Operations projects by tracking timelines, action items, and deliverables
• Coordinate with project stakeholders across Policy, Program, Development, and Finance to keep work moving, flagging risks and following up on open items.
• Support board meeting preparation logistics, including scheduling, materials, and follow-up

As a member of The Fund team, your broader culture contributions will include:

• Offering ideas and supporting projects that help achieve The Fund's main goals. Your input is crucial for our success.
• Attending events and meetings to represent The Fund, showing our dedication to enhancing Chicago's education. Your efforts are key to strengthening our relationships and reputation.
• Helping with projects that involve multiple teams, showing your commitment to our values and helping our team work well together.
• Focusing on your professional growth by taking part in educational opportunities and keeping up with the latest in public education and school leadership.

CANDIDATE QUALIFICATIONS

The ideal candidate is a highly organized, detail-oriented professional who enjoys keeping events and operations running smoothly behind the scenes. You should have experience managing multiple projects and deadlines simultaneously, communicating clearly with senior leaders and external partners, and maintaining accurate, up-to-date records and budgets.

You likely have a background in event coordination, administrative support, or operations, with a service-oriented approach and strong follow-through. You're comfortable in a fast-paced environment, can shift priorities as needs change, and take pride in building processes that make work easier for the whole team.

Required qualifications include:

• 2+ years of experience in event coordination, administrative support, or operations, ideally in a nonprofit or mission-driven setting
• Strong organizational and project management skills, with the ability to manage multiple deadlines and shifting priorities
• Excellent written and verbal communication, including professional correspondence with senior leaders, donors, and partners
• Exceptional attention to detail in data entry, record-keeping, and budget tracking
• Proficiency with Google Workspace or Microsoft Office, including documents, presentations, and spreadsheets
• Sound judgment and discretion when handling confidential information
• Collaborative, service-oriented approach to working across teams
• Willingness to learn Salesforce and other data systems
• Ability to work occasional evenings and weekends for events and to lift and move event supplies and equipment

Preferred qualifications include:

• Experience with Salesforce or another CRM
• Experience supporting donor, funder, or board events
• Experience managing vendors, event budgets, and invoices
• Experience drafting briefing materials, acknowledgments, funder communications, or event copies
• Experience writing process guides or improving operational workflows

Additional Requirements

• Authorized to work in the U.S.
• The Fund does not offer employment through visa sponsorship

COMPENSATION

• The salary band for an Associate at The Fund starts at $59,000 and up to $74,000 over time based on a strong ability to regularly exceed expectations and market adjustments.
• The Fund offers a robust and highly competitive benefits package, including healthcare coverage, retirement contribution, generous paid time off for all team members, and paid short-term and family leaves.
• The Fund is an in-person organization, working in schools and out of our offices in downtown Chicago. We offer one work-from-home day per week if your schedule allows.
• This position will require evening and weekend hours.

HIRING PROCESS

• Phone screen with People Team member
• Panel Interview with Key team members
• Performance Task
• Final Call with Hiring Manager
• Reference Checks

Applications will be accepted on a rolling basis through November 13, 2026. Applying early increases your chances of being invited for an interview, with the interview process set to begin the week of December 1, 2026.

The Fund employs and values a diverse workforce. We are also an equal opportunity employer with a commitment to engaging the skills and leadership of people of color, low-income persons, LGBTQ+ persons, differently abled people, and other people from diverse backgrounds. People from these and other historically marginalized backgrounds and communities are strongly encouraged to apply.