Administrative Assistant (Onsite)

Job Description

Job Description

Our Place of New Trier is seeking a passionate and highly motivated, full-time onsite Administrative Assistant who will play a fundamental role in contributing to the organization's success through a diverse range of office duties and support tasks. Supporting the Administration and Operations team, this individual will have the opportunity to sharpen and develop skills within a growing organization, while also ensuring office efficiency and operations. This position also has an opportunity for career growth and skill development over time.

ABOUT US

Our Place is a non-profit organization dedicated to supporting teens and adults with intellectual and developmental disabilities in the north suburbs of Chicago. Since 2008, this inclusive and impactful organization has served its 120+ participants by providing a wide array of engaging in-person programs and activities with a goal of building the skills and relationships needed for participants to become fully contributing members of their community. To learn more about our organization and the way we serve our community, please visit us at

WHAT WE OFFER

• Full-time (37.5 hours) position with an hourly rate of $22-$27/hour based on experience and qualifications
• Annual holiday bonus
• Generous time off including 18 PTO Days
• 10-12 Paid Holidays (depending on calendar)
• Blue Cross Blue Shield medical insurance ( Minimal employee contribution)
• Dental, Vision, LTD, STD & Life insurance
• 403(b) Retirement Plan with employer match
• Position is fully onsite in Wilmette, IL with a schedule of 9am-5pm M-F with a 30-minute unpaid lunch break (37.5 hours per week)

JOB SUMMARY

Reporting to the Operations Director, the Administrative Assistant is responsible for providing effective daily administrative support for the organization. This key role works collaboratively to support the Executive Director, the Operations Director and internal teams including Programs, Finance and Development.

RESPONSIBILITIES

General Administrative Support

• Serves as the receptionist and first point of contact, managing building access and greeting visitors.
• Monitors participant drop-off and pick-up.
• Handles incoming calls, emails, and general communications.
• Supports various external communications (i.e. monthly newsletter) including writing articles, creating supporting graphics and formatting publications.
• Supports the Executive Director, the Operations Director and key staff in maintaining efficient day-to-day operations.
• Organizes and maintains filing systems including SharePoint, paper files and other databases.
• Orders and manages office supplies.
• Acts as the main liaison for program staff, office staff, vendors, and service providers.
• Prepares meeting agendas and meeting notes as needed.

Program Support

• Assists with phone and email communications to program participants and families.
• Provides general program support such as scheduling with program partners.

Development Support

• Enters data into the donor database, Little Green Light, and runs reports.
• Supports event management through One Cause, handling RSVPs and communications.
• Prepares and distributes donor acknowledgment letters.
• Assists with fundraising event preparations, grant preparation and review.

SKILLS & QUALIFICATIONS

• High school diploma required.
• 2+ years of relevant experience or equivalent.
• Outstanding customer service skills to effectively engage with a diverse range of individuals including participants, families, staff, vendors, board members, and community partners.
• Demonstrated organizational and time management skills with attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Flexibility and willingness to shift gears and help team members when needed.
• Proficient in Google Workspace and Microsoft 365.
• Experience with Little Green Light, Canva, Constant Contact and One Cause is a plus.
• Passion for service and supporting individuals with disabilities.

HOW TO APPLY

Our organization serves as an integral part of the community and plays an important role in the lives of the individuals we support. If you are interested in joining a service-oriented team that continually strives for excellence, please submit your resume by clicking the apply button.

Our Place of New Trier is an Equal Opportunity Employer.

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Key Words: Admin, Asst, Office Admin, Admin Asst, Administrative Assistant, Admin Assistant, NPO, Non-Profit, Non-Profit Organization