Hybrid Operations & Office Administrator

Chicago African Americans in Philanthropy; Chicago (IL); Hybrid; USD 68,000 - 75,000; Full time

Benefits offered by this job

Healthcare

Dental & Vision

401k match

Paid time off

Job summary

The Paul Angell Foundation is seeking an Operations Administrative Assistant to provide essential administrative and operational support to the Operations team and the broader Foundation. This role will help ensure the office, systems, communications, and operational activities run smoothly and professionally.

Reporting to the Office and Operations Manager, you will assist with building and office operations, general communications and reception, staff memberships, and project coordination.

Qualifications

• High school diploma or equivalent required.
• Strong organizational skills and attention to detail.
• Demonstrated reliability, accountability, and follow-through.
• Strong interpersonal and written and verbal communication skills.
• A helpful, responsive, and service-oriented approach to working with others.
• Ability to manage multiple responsibilities, priorities, and deadlines while staying organized.
• Ability to follow established processes while exercising good judgment and initiative.
• Ability to work both independently and collaboratively as part of a team.
• Comfort interacting professionally with staff, visitors, vendors, and external partners.
• Ability to learn and effectively use workplace technology, administrative systems, and other tools.
• Ability to handle organizational and staff information with appropriate discretion and confidentiality.
• Curiosity, adaptability, and a willingness to learn and take on new responsibilities.
• Interest in contributing to a collaborative, equitable, and people-centered workplace.

Responsibilities

• Support the Operations team with day-to-day office functioning.
• Coordinate guest registration and building access.
• Submit and track routine building service requests.
• Maintain organized, welcoming spaces and meeting rooms.
• Monitor supplies and coordinate stocking and ordering.
• Receive and organize office deliveries, mail, and packages.
• Support staff meetings, events, and meals including setup and cleanup.
• Monitor the Foundation’s general information email and route messages.
• Answer and route calls on the general phone line.
• Receive, sort, and distribute mail.
• Welcome visitors and connect them with staff.
• Provide reception coverage with a flexible schedule.
• Support scheduling for VP of Operations.
• Maintain Operations files, calendars, and systems.
• Assist scheduling, data entry, and follow-up for Operations projects.
• Support special projects led by Operations.
• Prepare materials and logistics for meetings.

Skills

Organization

Attention to detail

Communication

Multitasking

Education

High school diploma or equivalent

Job description

The Paul Angell Foundation is seeking an Operations Administrative Assistant to provide essential administrative and operational support to the Operations team and the broader Foundation. This role will help ensure the office, systems, communications, and operational activities run smoothly and professionally.

Reporting to the Office and Operations Manager, you will assist with building and office operations, general communications and reception, staff memberships, and project coordination.