Executive Assistant to the CEO and Facilities Manager

United Cerebral Palsy of Southern Arizona; Chicago (IL); On-site; USD 100,000 - 125,000; Part time

Job summary

An established nonprofit organization is seeking a dedicated Executive Assistant to support the CEO while managing facilities. This part-time role offers a unique opportunity to contribute to a meaningful cause, ensuring the smooth operation of executive tasks and facility management. You'll play a vital role in enhancing the work environment by coordinating logistics, overseeing vendor relationships, and maintaining essential documentation. Join a compassionate team that values collaboration and innovation, and enjoy a welcoming workplace that supports your professional growth while making a difference in the community.

Benefits

Medical, Dental, and Vision insurance

401k with employee matching

Generous time off package

Free on-site yoga class

Qualifications

• Experience in administrative support and facility management.
• Strong organizational skills and attention to detail.

Responsibilities

• Assist CEO with various tasks and agency projects.
• Manage vendor relationships and facility maintenance tasks.

Skills

Administrative Support

Vendor Management

Facility Management

Procurement

Microsoft Office Suite

Communication Skills

Organizational Skills

Education

3+ years experience in administrative support

Tools

Microsoft Office

Job description

Executive Assistant to the CEO and Facilities Manager

Salary: $25.00 per hour (non-exempt)
Schedule: 4 days per week (32 hours total)

Are you eager to use your administrative support skills while contributing to a cause that truly matters? UCPSA is a local nonprofit making a meaningful difference by empowering individuals with diverse disabilities to live independently and thrive.At UCPSA, our culture is built on collaboration, innovation, and compassion. We offer a welcoming, dog-friendly workplace!

Medical, Dental, and Vision insurance plans to eligible employees. 401k with employee matching to eligible employees. We also offer a generous time off package and a free on site yoga class!

Position Summary

We are seeking a highly organized, resourceful, and experienced professional to serve as Executive Assistant to the CEO with additional responsibilities as Facilities Manager. This is a unique, part-time role (4 days/week) that supports executive operations while overseeing the maintenance, safety, and functionality of our facilities. The ideal candidate will have experience in facility management, vendor coordination, and administrative support at the executive level.

Key Responsibilities

Executive & Administrative Support
-Assist the CEO with a variety of tasks and agency projects.
-Attend and document internal meetings; distribute and file minutes.
-Submit documents and maintain records to ensure contracts remain current (service, vendor, and facility agreements).
-Coordinate logistics for newly hired office staff in collaboration with direct supervisors; support offboarding procedures.
-Coordinate internal and external meeting arrangements, including Board and Finance Committee meetings.
-Track and manage Notary Public certifications for administrative staff.
-Maintain inventory of in-kind donations and oversee their distribution.
-Supervise daytime janitorial staff and GSE (Group Supported Employment) members.

Facilities & Vendor Management
-Serve as point of contact for facility maintenance at Tucson and Green Valley offices and support the Yuma Director for Yuma-related needs.
-Contact vendors for estimates, schedule work, and present proposals to the Executive Administrative Team.
-Oversee janitorial services and manage related contracts.
-Maintain accurate records of facilities work, and closing files when projects are complete.
-Act as the main contact for vendors, alarm systems, and related phone/email communications.
-Obtain and evaluate bids for large projects (e.g., phone systems, solar, software).
-File required annual reports, such as Arizona Corporation Commission filings and tax exemption renewals.

Procurement & Finance
-Order and organize office supplies for multiple locations.
-Be an authorized agency credit card holder; track usage and submit documentation to accounting.
-Review agency invoices and credit card statements for accuracy and completeness.
-Process accounts payable bills and maintain proper filing.
-Submit weekly check requests for approved invoices in collaboration with accounting.
-Use Microsoft Office programs and other software platforms regularly; troubleshoot basic issues as needed.

Other Duties
-Adhere to agency Policies and Procedures.
-Maintain confidentiality for all consumer and agency information.
-Perform additional tasks reasonably assigned by the CEO.

Qualifications
-Minimum of 3 years’ experience in a combined administrative support and facility management role.
-Demonstrated ability to manage vendor relationships, contracts, and facility maintenance tasks.
-Experience with procurement, accounts payable, and document tracking.
-Strong organizational skills and attention to detail.
-Excellent communication skills (written and verbal).
-Proficiency in Microsoft Office Suite and able to learn and operate agency software.
-Ability to work independently, manage multiple priorities, and handle sensitive information with discretion.
-Hold or obtain a current Arizona level one fingerprint clearance card and ability to pass a background check with The Department of Child Safety and Adult Protective Services
-Reliable transportation and current driver’s license.
-Flexibility based on agency needs.

Preferred Qualifications
-Previous experience in a nonprofit environment.
-Familiarity with Arizona Corporation Commission reporting and nonprofit compliance.