Operations Administrative Assistant Paul Angell Foundation

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

POSITION SUMMARY

The Paul Angell Foundation (Paul Angell) is seeking an Operations Administrative Assistant to provide high-quality administrative and operational support to the Operations team and the broader Foundation. This role will be an important part of the day-to-day functioning of Paul Angell, helping ensure that our office, administrative systems, communications, and operational activities are organized, responsive, and running smoothly.

Reporting to the Office and Operations Manager, the Operations Administrative Assistant will support a range of responsibilities, including building and office operations, general communications and reception, staff and organizational memberships, administrative systems, meetings and events, and other projects led by the Operations team. The role will also provide scheduling and administrative support to the Vice President of Operations and assist with Foundation-wide operational needs.

This position requires someone who is highly organized, dependable, responsive, and attentive to detail. The successful candidate will enjoy supporting others, take pride in completing work accurately and on time, and bring a thoughtful and service-oriented approach to their work. They should be comfortable managing multiple responsibilities, communicating with people at all levels of the organization, and learning new systems and processes.

As Paul Angell continues to grow, this role will have opportunities to build knowledge across organizational operations, develop new skills, and take onadditionalresponsibilities over time.

Building & Office Operations

• Support the Operations team with the day-to-day functioning of the Paul Angell office.
• Coordinate guest registration and building access for visitors, candidates, vendors, and other guests.
• Submit and track routine building service and facilities requests.
• Helpmaintainorganized, welcoming, and well-functioning common spaces, meeting rooms, and kitchen areas.
• Monitor office, kitchen, and general supplies and coordinate stocking and ordering.
• Receive and organize office deliveries, supplies, mail, and packages.
• Support staff meetings, events, celebrations, and meals, including ordering, setup, and cleanup.

General Communications & Reception

• Monitor the Foundation’s general information email account and route messages to the appropriate staff member.
• Answer and route calls received through the Foundation’s general phone line.
• Receive, sort, and distribute incoming and outgoing mail.
• Welcome visitors and help connect them with theappropriate staffmember.
• Provide reception and front-office coverage according to an established schedule, with flexibility to work from the office atadditionaltimes when needed to support visitors, meetings, events, or other operational needs.
• Help create a professional, friendly, and welcoming experience for staff, guests, candidates, and partners.

Operations Team Support

• Provide generaladministrativesupport to members of the Operations team, including scheduling for the VP of Operations.
• HelpmaintainOperations files, records, trackers, calendars, and other administrative systems.
• Assistwith scheduling, coordination, data entry, and routine follow-up for Operations projects.
• Support special projects and initiatives led by the Operations team.
• Help prepare materials and coordinatelogisticsfor meetings and other activities.
• Learn and use the Foundation’s administrative systems and processes.
• Take onadditionalresponsibilities as skills, knowledge, and experience develop.

Foundation-Wide Support

• Serve as a helpful point of contact for routine office and operational questions from staff.
• Provide administrative and logistical support forselectFoundation-wide meetings, events, and activities.
• Partner with colleagues across the Foundation on routine operational needs, while working under the direction of the Operations team.
• Contribute to a positive, collaborative, and service-oriented workplace.
• Maintain organized records of Foundation and staff memberships, subscriptions, and renewals.
• Prepare routine approved payments for memberships, subscriptions, systems, and other organizational expenses.

Qualificationsand Skills

• 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 andappropriate initiative.Ability to work both independently and collaboratively as part of a team.Comfort interacting professionally with staff, visitors, candidates, vendors, and external partners.Ability to learn and effectively use workplace technology, administrative systems, and other tools.Ability to handle organizational and staff information withappropriate discretionand confidentiality.Curiosity, adaptability, and a willingness to learn and take on new responsibilities. Interest in contributing to a collaborative,equitable, and people-centered workplace. Relevant administrative, office, operations, customer service, hospitality, or other professional experience is valued.

COMPENSATION AND BENEFITS

The position is a salaried, exempt, full-time role with a starting salary range of $68,000 to $75,000 annually, depending on professional andlivedexperience.

Additionally, the Paul Angell Foundation offers a highly competitive comprehensive benefits package including:

• Healthcare: 100% paid Platinum PPO health insurance premium for employees and 80% for dependents or family.
• Dental and Vision: 100% paid premium for employees, dependents, and family.
• 403b retirement savings plan employer contributions match: After three months of employment, the Foundation will contribute up to 12% of the employee’s salary.
• In addition to vacation, holidays, wellness, and sick days, the Paul Angell Foundation offices are closed from December 26th through New Year’s Dayannuallyand employees’ salaries are paid during this closure.
• Twelve weeks of paid parental leave for a birth parent, non-birth parent, or adoption.
• We are committed to supporting your growth through professional development funds, tailored to your role and learning needs. We provide opportunities for collaboration, skill-building, and the time and space to grow in your career.

WORK ENVIRONMENT

Currently, the position functions within a hybrid working environment with alternating remote and two to three on-site workdays and may have in-person obligations that grow over time.

The Foundationmaintainsa smoke-free and drug-free work environment in compliance with federal, state, and local regulations.

While performing the duties of this job, the employeeis regularly required totalk or hear and use hands tooperateequipment such as computers, phones, photocopiers, scanners, and filing cabinets. Reasonable accommodation will enable qualified individuals with disabilities to perform the position’s essential functions.

This position is at-will, meaning either party mayterminatethe employment relationship at any time with written notice. Nothing in this job description is to be construed as creating a contract for employment for a specific duration.

OUR DIVERSITY AND EQUAL OPPORTUNITY CORE VALUE

Paul Angell Foundation is committed to equal employment opportunity and to compliance with applicable local, state, and federal antidiscrimination laws which prohibit discrimination and harassment against any employees or applicants for employment based on their actual or perceived race, color, religion, age, ancestry, marital status, protective order status, military status, sexual orientation, gender identity, gender expression, work authorization status, pregnancy and the potential or intention to become pregnant, AIDS/HIV status, medical condition, status as a victim of domestic, sexual, gender or criminal violence, certain arrest or criminal history records, lack of a permanent mailing address or a mailing address that is a shelter or social services provider, and use of lawful products outside of work during non-working hours.

We will not tolerate discrimination or harassment based upon these characteristics or any othercharacteristicprotected by applicable federal, state, or local law.