Administrative Assistant

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.

National Nonprofit Organization

• 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 Donor Perfect.
• 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.

• 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.

• Familiarity with Donor Perfect or a comparable donor CRM, with strong and accurate data entry skills.
• Familiarity with Smarter Select 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.