Administrative Assistant

Job Description

Job Description

Administrative Assistant
Our client located in the Chicago, Illinois area is seeking an Administrative Assistant to join their team. This is a full time onsite contract to hire opportunity.

Company Profile
National Nonprofit Organization

Administrative Assistant Role
Support the daily administrative operations of the Foundation.
Serve as a first point of contact by phone, email, and in person.
Maintain office organization, supplies, filing systems, program materials, and event inventory.
Assist with the annual scholarship program, including monitoring applications, tracking required documentation, maintaining scholar records, and preparing materials for committee review.
Maintain donor, alumni, scholar, and mailing records in DonorPerfect.
Review database records for accuracy, duplicates, address changes, and inconsistencies.
Schedule Board of Directors and committee meetings and prepare meeting materials.
Take and distribute formal meeting minutes and track follow up items.
Prepare donor thank you letters, tax receipt letters, mailing lists, and other correspondence.
Provide administrative and logistical support for the annual Awards Ceremony and Gala Weekend and other Foundation events.
Maintain event registrations, guest lists, attendance records, signage, name badges, and event materials.
Assist with vendor and volunteer coordination.
Update approved Foundation website content using Wix.
Assist with email communications, proofreading, and production of printed materials.
Perform general administrative responsibilities including filing, copying, scanning, binding, deliveries, and office organization.
Assist with hands on event and office preparation, including organizing storage areas and moving and arranging boxes and event materials.
Work additional hours during peak scholarship season from late January through March and event season from April through June.
Evening and weekend work is required during the Awards Ceremony and Gala Weekend period, including several consecutive days onsite at the host hotel.

Administrative Assistant Background Profile
Required:
Based in the Chicago area and able to work regular in office days.
Two to three years of administrative experience.
Proficient in Google Workspace.
Proficient in Microsoft Office.
Excellent written and verbal communication skills.
Strong organizational skills and the ability to manage several projects at once within set deadlines.
Able to work independently, solve routine problems, and recognize when guidance is needed.
Comfortable working with the public by phone, email, and in person.
Preferred:
Familiarity with DonorPerfect or a comparable donor CRM, with strong and accurate data entry skills.
Familiarity with SmarterSelect or a comparable application management platform.
Experience using Wix.
Familiarity with Eventlify or a comparable event registration platform.
Nonprofit experience, particularly in scholarships, development, or events.
Experience taking formal meeting minutes.