Administrative Assistant

If asked to describe the culture at Metropolitan Family Services, we could do that in one word. COMMUNITY! Reflected in both our internal culture as well as through the services we provide, community is at the heart of all we do.

Metropolitan Family Services (MFS) empowers families to learn, to earn, to heal, to thrive. Part mentor, part motivator, part advocate, since 1857, Metropolitan Family Services has been the engine of change that empowers families to reach their greatest potential and positively impact their communities. Are you looking to have an impact on more than just a company's bottom line? Then we'd love to hear from you!

We are currently looking to fill an Administrative Assistant role at our DuPage Center!

SALARY: The average starting salary for this position will fall in the range of $45,000 to $60,000 annually. Where candidates fall in this range will be based on skill and experience level.

ESSENTIAL JOB FUNCTIONS:

Executive Support

• Manage complex calendars, schedules, and meeting logistics for senior leaders
• Anticipate leadership needs and proactively address administrative and operational requirements
• Prepare leaders for meetings, presentations, and events by compiling materials, agendas, and briefing notes
• Handle sensitive and confidential information with the highest level of discretion

Communication & Coordination

• Serve as a primary point of contact between leadership and internal/external stakeholders, including board members, funders, partners, and community leaders
• Draft, edit, and manage correspondence, reports, and presentations on behalf of executives
• Coordinate leadership communications across departments to ensure alignment and follow-through

Board & Governance Support

• Support board-related activities such as meetings, committee coordination, scheduling, and materials preparation
• Maintain board records, minutes, and governance documents as needed

Operations & Project Management

• Track deadlines, action items, and deliverables across multiple initiatives
• Support special projects and organizational initiatives as assigned
• Assist with event planning for leadership meetings, donor engagements, or organizational events

Administrative & Office Management

• Maintain organized electronic and paper filing systems
• Process expenses, invoices, and reimbursements for executives
• Support general office operations as needed to ensure smooth day-to-day functioning
• Other duties as assigned

QUALIFICATIONS:

• High school diploma or equivalent education, and 4+ years of office experience, including automated systems experience
• Strong organizational and time-management skills with exceptional attention to detail
• Excellent written and verbal communication skills
• High level of emotional intelligence, professionalism, and discretion
• Proficiency with Microsoft Office, Google Workspace, Zoom, and project management tools
• Ability to manage competing priorities in a fast-paced environment
• Must have access to a vehicle, valid driver's license and proof of insurance to perform essential job function

KNOWLEDGE, SKILLS, and ABILITIES:

• Passion for nonprofit or community-based work
• Experience supporting boards of directors or senior leadership teams
• Ability to work independently while collaborating effectively with diverse teams
• Advanced proficiency in office software (e.g., MS Office and Outlook).
• Excellent verbal and written communication skills.
• Use interpersonal and problem-solving skills to navigate conflict and foster a positive, collaborative environment.
• Interact appropriately with diverse clients and staff.
• Strong analytical skills to assess and resolve situations rapidly.
• Strong organizational and time management skills.
• Multitask and work in a fast-paced environment.
• Maintain attention to detail with a proactive approach to improving office.
• Use discretion and judgment in handling sensitive situations.
• Learn new systems, adapt to change, and take initiative.
• Exhibit adaptability, reliability, and dependability.

PHYSICAL DEMANDS:

• While performing the essential duties of this job, the employee is required to sit and stand for sustained periods of time, frequently talk, hear, use hands and fingers to feel, handle, and operate objects or…