After School Matters provides Chicago high school teens with high quality, after-school, and summer opportunities to explore and develop their talents while gaining critical skills for work, college and beyond. Since 1991, more than 350,000 teens have participated in our hands-on, project-based after[1]school and summer programs in the arts, communications and leadership, sports, and STEM (Science, Technology, Engineering and Math). Programs take place at locations throughout the city including Chicago public high schools, Chicago Park District and Chicago Public Library locations, community organizations, downtown at the Gallery 37 Center for the Arts, in Belmont Cragin at our Michael and Karyn Lutz Center for After School Matters, and in the Pullman community at the new Gately Center for After School Matters. For more information, visit www.afterschoolmatters.org.
Summary of Position:
The Administrative Coordinator reports to the Chief of Strategy and Staff and plays an important role in facilitating smooth operations within the organization by providing administrative support to members of the Executive Team. This is an exciting opportunity to work closely with, and in support of leadership at ASM and develop knowledge and skills at a well-established not-for-profit organization. The Administrative Coordinator assists in maintaining a productive Executive Office work environment. The role involves handling meeting and presentation prep, scheduling, managing communications, technology set-up and troubleshooting, and ensuring office procedures run efficiently. The ideal candidate should possess excellent organizational and communication skills, attention to detail, and the ability to multitask effectively.
Major Duties and Responsibilities:
Administrative Support:
- Provide administrative support to ensure efficient Executive Office operations such as drafting correspondence, processing reimbursements, scheduling meetings, and organizing and preparing for meetings.
- Assist in the preparation and formatting of presentations, documents, and spreadsheets. Utilize MS Office tools (Word, Excel, PowerPoint, Outlook).
- Maintain and update filing systems, databases, and records.
- Manage incoming calls, emails, and inquiries, and redirect them as necessary.
- Coordinate travel arrangements, including booking flights, accommodations, and transportation. Job code: 43-9199 2
- Troubleshoot technology issues and coordinate with IT department whenever necessary.
Coordination and Communication:
- Coordinate logistics for meetings, including venue and room bookings, room set-up, agenda preparation, tech set-up, material distribution, and catering.
- Prepare and distribute various communications (i.e., emails, memos, etc.).
Data Management:
- Run basic report using ASM’s data management systems.
- Maintain confidentiality and accuracy of sensitive information.
Project Support:
- Provide support to various projects by coordinating tasks, tracking progress, and ensuring deadlines are met.
- Assist in research, data collection, and preparation of project documentation.
Team Collaboration:
- Collaborate with colleagues to support departmental initiatives and achieve organizational goals.
- Participate in team meetings, contribute ideas, and provide administrative support as needed. Other duties as assigned.
Qualifications:
- Bachelor's degree preferred.
- Previous experience in project coordination or office management is a plus.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
- Excellent organizational and time management skills, with the ability to manage multiple tasks from multiple requestors and prioritize tasks effectively.
- Strong communication skills, both verbal and written, with attention to detail.
- Ability to work independently and collaboratively in a demanding and fast-paced environment.
- Solution-oriented with adaptability and flexibility to manage changing priorities and deadlines.
- Discretion and professionalism in handling confidential information.
- Strong attention to detail and accuracy.
How to Apply:
Submit a cover letter and resume at http://afterschoolmatters.applytojob.com/apply
EEO:
After School Matters is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, sex, sexual orientation, gender identity, disability, protected veteran status, military discharge status, age, marital status, parental status, or source of income
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