Administrative Coordinator
HACE
full-time
Posted on:
Location Type: Hybrid
Location: Chicago • Illinois • United States
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Salary
💰 $40,000 - $55,000 per year
About the role
- Provide daily administrative support to the Executive Operations & Special Event Manager President & CEO and Chief of Staff, as well as other leaders as needed.
- Serve as a trusted administrative partner, helping leadership stay organized, informed, and focused on priorities.
- Manage Board of Directors activities, including updating the orientation guide, bylaws, and contact information as needed.
- Proactively manage and maintain complex calendars, anticipating scheduling conflicts weeks and months in advance and recommending solutions.
- Assist in email management and, when appropriate, draft and send correspondence on behalf of the CEO and Chief of Staff when appropriate.
- Review prospecting leads and schedule follow-up meetings with potential corporate sponsors, donors, foundations, community relations and other stakeholders for the CEO.
- Prepare meeting materials, including minutes, note-taking, follow-up summaries, and preparation of presentations.
- Assist in the planning and participation of weekly staff meetings, and other internal activities.
- Assist in the planning and execution of letters and mailings, including end-of-year thank-you letters, holiday letters, mailing cards to staff, sending items from the office to staff and stakeholders, and preparing in-person graduation materials to program graduates.
- Provide general administrative and office support, including managing phone inquiries, mail, data entry, research, and database updates.
- Assist with Human Resources related administrative activities, including onboarding new staff.
- Support data collection, entry, outreach, and database management across departments.
- Provide administrative and logistical support during HACE’s Summit, awards dinner, program event, partnership/fundraising events, and other major events.
- Coordinate travel arrangements for HACE staff and volunteers.
- Perform other administrative duties and special projects as requested by leadership.
Requirements
- Associate’s degree or equivalent experience required; Bachelor’s degree preferred.
- Minimum 3 years of experience as an Executive Assistant supporting senior-level executives in a fast-paced, constantly changing environment.
- Proven ability to handle multiple tasks effectively and meet deadlines.
- Demonstrated ability to manage complex calendars and competing priorities.
- Willingness to occasionally work outside of normal business hours as needed for events or during peak periods.
- Demonstrated ability and proficiency with the Microsoft Office Suite.
- Experience using essential workplace technology; familiarity with CRM systems preferred (HubSpot a plus).
- Must be self-motivated, flexible and able to manage multiple tasks with a strong attention to detail.
- Exceptional customer service and relationship-building skills.
- Excellent verbal, written, and interpersonal communication skills.
Benefits
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Tuition assistance
- Vision insurance
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
calendar managementemail managementdata entrymeeting preparationnote-takingpresentation preparationonboardingevent planninglogistical supportCRM systems
Soft Skills
organizational skillstime managementattention to detailcustomer servicerelationship-buildingcommunication skillsflexibilityself-motivationability to handle multiple tasksability to meet deadlines
Certifications
Associate’s degreeBachelor’s degree