Administrative and Development Associate

Administrative and Development Associate

The Civic Federation is an independent, non‑partisan government research organization that provides robust and objective fiscal analysis, recommendations, and oversight for the benefit of civic and business leaders, the media, and the general public in Chicago and the State of Illinois. Founded in 1894, the Federation has been a civic leader in Chicago and Illinois for 130 years. Its vision is to empower all residents and leaders in Illinois and the Chicago region with education, insights, and research‑based analysis that promote sound government practices and policies.

In early 2024, shortly after the appointment of a new President, the Federation launched a strategic planning process to develop a vision for its future. The finalized Strategic Plan commits us to broadening, deepening and diversifying the funding strategy to meet increasing need and demand for its work and sustain and grow Federation capacity. This requires exploring and implementing funding strategies grounded in best practices that go beyond what the organization has done for more than 20 years.

The Administrative and Development Associate is a critical position for the organization’s daily operations and engagement infrastructure, supporting projects across all departments in a rapid‑moving environment with scheduling and logistical demands. This role supports multiple areas of work and collaborates across teams, reporting to the Director of Development.

This role requires a highly organized, self‑motivated, detail‑oriented, and communicative individual who works well in a fast‑paced environment with a small team. The role will quickly learn existing systems and processes, will not hesitate to ask questions, and will point out areas for organizational growth. Occasional attendance and work outside of regular office hours and flexibility to adjust to real‑time changes and needs are required.

• Coordinate logistics for fundraising and member events: registration set‑up, RSVP tracking, vendor coordination, nametags/materials, day‑of support
• Support sponsorship stewardship, including managing corporate sponsorship grant processes
• Support member/donor stewardship by scheduling meetings and facilitating follow‑up as needed
• Support member communications by drafting and scheduling regular member updates and updating distribution lists
• Support CRM (Donor Perfect) management, including data entry and hygiene (contacts, pledges, gifts, notes, reports) and generate lists for outreach
• Coordinate grants administration logistics: manage the grants inbox, maintain grants calendar, assemble attachments/portals as directed

• Schedule President speaking opportunities and maintain central speaking tracker
• Provide logistical support for member programming and research advisory committee meetings
• Support governance (Board of Directors and governance committees) meetings

• Administer organizational calendar, including staff meetings, holidays, and other organizational events
• Administer Civic Federation general email account, triage inquiries, and route to staff; track follow‑ups
• Provide administrative and operational support
• Coordinate office supply inventory and vendor relations
• Support Finance & HR administration such as invoice routing, expense receipt collection, time sheet reminders, and onboarding/offboarding checklists

• Interest in nonprofit management
• Exceptional verbal and written communication skills with great attention to detail and ability to self‑edit
• Proactive and self‑motivated
• Ability to work under pressure and tight deadlines
• Experience with team and collaborative work environments
• Experience in event planning/scheduling/logistics and administrative coordination—plus
• Experience with project management
• Proficient using online constituent, video conference, and mailing platforms (Donor Perfect, Zoom, and Constant Contact)
• Proficient in Microsoft 365 applications (Outlook, Teams, Word, Excel, PowerPoint, SharePoint)
• Bachelor’s degree or a combination of education and experience
• Experience with nonprofit…