Administrative Assistant

Administrative Assistant Thrive Counseling Center - 5.0 Oak Park, IL Job Details Part-time $17 - $19 an hour 5 hours ago Benefits Free parking 401(k) Paid time off Employee assistance program 401(k) matching Professional development assistance Flexible schedule Life insurance Retirement plan Qualifications Microsoft Word Microsoft Excel Microsoft Outlook Customer service Spreadsheets Microsoft Office Organizational skills

Full Job Description Job Summary:

The Administrative Assistant provides direct support to the President/Executive Director and Board of Directors preparing materials, scheduling appointments, gathering and summarizing data, and coordinating small events and meetings. The position plays a critical role within the Development Department overseeing gift processing and database management. The Administrative Assistant will also support the senior leadership team as needed, and fill receptionist duties upon request.

Essential Job Functions/Responsibilities:

• Implement and monitor projects as directed by senior management and see the projects through to completion
• Perform complex and confidential administrative support functions including written correspondence
• Work with agency leadership to schedule Board of Director and Committee meetings, create/distribute meeting agendas/packets, and attend meetings to take minutes upon request
• Maintain up-to-date records including Board and Committee packets, approved minutes, resolutions, new member documents
• Assist with outcome measurement and prepare reports as required
• Generate memos, emails, spreadsheets, and reports when appropriate
• Assist with agency's development and marketing activities including donor database maintenance
• Manage gift processing, entering gifts into donor database, creating tax receipts, and soliciting or writing personalized thank you letters
• Support annual fundraising event planning and serve on planning committee
• Receive donor questions and concerns, investigate and follow up as appropriate
• Assist President/Executive Director in scheduling meetings, managing calendar, scheduling reminders and following up on communication with external stakeholders
• Assist Senior Leadership team with purchase requests, ensuring best pricing, putting together purchase orders, and making purchases
• Keep inventory of development materials and supplies and flag when purchases are needed
• Manage agency passwords and user accounts as requested
• Create/revise agency policies, procedures, and forms, as needed
• Review, proof and edit documents
• Answer incoming calls, check in clients, and assume other front desk receptionist duties, when needed

Qualifications:

• Associate's degree preferred
• Cooperative attitude, team player, strong interpersonal and communication skills, both oral and written.
• Excellent customer service orientation
• Demonstrated ability to function with deadline pressure
• Ability to handle multiple tasks and assignment with correct priorities

Essential Skills:

• Excellent computer skills (PC), with superior knowledge of Microsoft Office, Outlook, Teams, Word, Power Point, and Excel
• Positive Disposition
• Works independently with minimal support to carry out routine duties
• Able to learn new technology and self-teach as needed

Preferred Skills:

• Experience with Microsoft 365 and Teams
• Donor Database Management
• Customer service or donor relations experience

Physical Demands:

• While performing the duties of the job, the employee is regularly required to talk and listen
• The employee is frequently required to use hands to key, handle or feel and reach with hands and arms
• The employee is regularly required to sit or stand for prolonged periods of time
• The employee must occasionally lift and/or move up to 10 pounds.

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The position description should not be construed to imply that these are the only duties, responsibilities, and qualifications for the position. Incumbents may be required to follow any additional related instructions, acquire related job skills and perform other related work as required.
• The employee may be required to work evenings and weekends.

Benefits:

Annual Professional Development Stipend Supplemental Insurance Policies available through Aflac 401K Free parking Close to Oak Park's restaurants, shops, and public transportation Employee Assistance Program If you are a motivated individual with excellent organizational skills and a passion for providing exceptional administrative support, we encourage you to apply for this exciting opportunity as an Administrative Assistant.

Job Type:

Part-time Pay:

$17.00 - $19.00 per hour

Benefits:

401(k) 401(k) matching Flexible schedule Life insurance Paid time off Professional development assistance Retirement plan

Work Location:

Hybrid remote in Oak Park, IL 60301