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Administrative and Program Assistant

  • Full time
  • Chicago
  • $71,000-$76,000 USD / Year

Website Paul M. Angell Family Foundation

Job Title:                           Administrative/Program Assistant

Supervised by:                 Office & Operations Manager

Classification:                  Fulltime, salaried, exempt

Expected start date:        End of May

 

ABOUT US

The mission of the Paul M. Angell Family Foundation (PMAFF) is to work towards a world of thriving and equitable communities in which the promise and power of the arts flourish, and where healthy oceans sustainably support the human and other animal species that depend on them. PMAFF is entering a time of significant growth and change, with larger grantmaking portfolios and a vibrant team. In recent years, the foundation has awarded approximately 350 grants each year totaling over $35 million dollars annually. This year, the foundation will more than double in staff size and award over $50 million in grants. For more information, please visit the foundation’s website.

 

ABOUT YOU

You believe, as we do, that diverse expertise and perspectives create the best results. You are comfortable working independently as well as being part of a team that is changing and rapidly growing. You possess an optimistic approach to work and enjoy offering support to others. You know how to develop efficient processes and sift through information for what is most relevant. You approach work with an equity mindset and prioritize listening and learning from others. You understand the privilege that working in philanthropy confers.

 

THE WORK SCHEDULE

Normal working hours, 9 am-5 pm, Monday-Friday; evening and weekend work needs may occur occasionally with proper notice. Currently, we have a hybrid working environment with alternating workdays, remote and on-site at a Chicago loop location. In-person obligations may grow over time.

 

THE COMPENSATION

The salary range is $71,000-$76,000, depending on professional and lived experience. Generous benefits include three weeks of paid vacation the first year; 11 paid holidays; office closure between December 26th and New Year’s Day, 12 weeks paid parental or adoption leave; 100% employer-paid premiums for health, dental, and vision insurance; 100% employer-paid life insurance as well as short- and long-term disability; generous professional development funds; and up to 9% of salary paid by employer into a retirement account.

 

ABOUT THE POSITION

The Administrative/Program Assistant is a new role for PMAFF. The Administrative/Program Assistant provides administrative and project support to the program team which includes the Senior Director of Conservation, Director of the Performing Arts, Director of Social Impact, and the program officers in each of the program areas.

 

ABOUT THE RESPONSIBILITIES

Supporting the Program Team (50% of the position)

  • Provide administrative assistance and project support for the program team.
  • Coordinate and schedule site visits and meetings for the members of the program team. Coordinate all planning for grantee partner convenings and events:
    • Develop and circulate materials, arrange building access, set up technology, and other room coordination.
    • Track RSVPs and take and distribute meeting notes as needed.
    • Ensure efficient coordination and organization.
  • Coordinate/schedule team-wide activities with the organizational-wide calendar. Make travel arrangements when necessary.
  • Support foundation wide communication efforts, both externally and internally, including taking notes at team meetings, synthesizing, and sharing out to the team, highlighting action items. Sending email correspondence to grantee partners with organizational announcements.
  • Conduct research when requested.
  • Process credit card expense reports for the program team.

 

Supporting Administration (30% of the position)

  • Perform receptionist functions and welcome guests.
  • Maintain the office’s shared spaces: ensure that reception, kitchen, library, conference, and workroom spaces are fully stocked and organized.
  • Receive and sort mail. Make photocopies and manage files.
  • Manage inventory of supplies and ensure that equipment is well maintained and functional.
  • Assist with the preparation of the Board of Directors Book and Board materials.
  • Monitor and distribute emails from the general PMAFF email.

 

Supporting Grants Management (20% of the position)

  • Assist with the grant process: log proposals, verify tax status, verify that all materials are submitted, and gather additional materials from  grantee partners if necessary.
  • Provide support to the Grants Manager in managing the grants database at least quarterly: close out grants, monitor overdue reports, monitor duplicate organizations, confirm contact information, etc.

Other

  • Actively participate in required staff and Board meetings and partner with staff on agenda items and materials.
  • Participate in educational opportunities and professional networks.
  • Protect the organization by keeping its information confidential.
  • Other duties as assigned.

 

THE PHYSICAL REQUIREMENTS

  • While performing the duties of this job, the employee is regularly required to talk and hear and use hands to operate equipment such as computers, phones, photocopiers, scanners, and filing cabinets. Reasonable accommodation will enable qualified individuals with disabilities to perform the position’s essential functions.
  • Some work at off-site locations may be required and some of them may not be fully accessible.

 

DO YOU POSSESS THESE EXPERIENCES AND QUALITIES?

  • A minimum of two years of administrative experience managing schedules, entering data, producing reports, and using databases. Nonprofit or philanthropy experience preferred.
  •  A minimum of two years of project management experience involving multiple team members and different areas of work. Able to pivot as needed; understands changing priorities and seeks clarity, as needed. Proven ability to develop and meet deadlines. Experience using project management software a plus.
  • Ability to thrive in a dynamic environment. Comfortable with ambiguity and shifts in scope of duties.
  • Works from a solution-focused mindset.
  • Previous experience in planning and executing work effectively without daily oversight from a supervisor.
  • Previous experience preparing and/or working with financial reports is preferred.
  • Advanced technical acumen essential, with proficiency in virtual meeting platforms, MS Outlook, Word, Excel, and PowerPoint. The ability and willingness to quickly learn and utilize new technologies. Experience with Adobe Acrobat strongly preferred.
  • Previous experience providing basic IT desktop support. Experience with Apple products is a plus.
  • Demonstrates a growth mindset with a continuous learner lens and curiosity. The ability to create and maintain standards of high performance and accountability while fostering innovation and improvement.
  • Ability to communicate information accurately, listen effectively, and ask questions.
  • Keen attention to detail.
  • Experience working effectively with diverse constituencies, personalities, and viewpoints.
  • Awareness of and continuously addresses one’s privileges, biases, and cultural preferences and how they impact collaboration. Recognizes that individuals and groups can gain and demonstrate knowledge and skills in a variety of ways.

We are committed to building a diverse and inclusive organization and are most interested in finding the best candidate for the job. That candidate may come from a background less traditional to our field of work, and that’s just fine. And we know all candidates won’t possess every single one of our desired qualities. We strongly encourage interested candidates to apply.

 

OUR DIVERSITY AND EQUAL OPPORTUNITY CORE VALUE

Paul M. Angell Family Foundation is committed to equal employment opportunity and to compliance with applicable local, state, and federal antidiscrimination laws which prohibit discrimination and harassment against any employees or applicants for employment based on their actual or perceived race, color, religion, age, ancestry, marital status, protective order status, military status, sexual orientation, gender identity, gender expression, work authorization status, pregnancy and the potential or intention to become pregnant, AIDS/HIV status, medical condition, status as a victim of domestic, sexual, gender or criminal violence, certain arrest or criminal history records, lack of a permanent mailing address or a mailing address that is a shelter or social services provider, and use of lawful products outside of work during non-working hours.

 

We will not tolerate discrimination or harassment based upon these characteristics or any other characteristic protected by applicable federal, state, or local law.

 

HOW YOU CAN APPLY

  • Please send a cover letter which highlights why you would be a good fit for this particular position, your resume, and where you learned of the position to Kris Torkelson, President, Torkelson Consulting, Inc. at search@torkelsonconsulting.com
  • Please type “Assistant position, Last Name, First Name” in the subject line.
  • Incomplete applications will not be considered.
  • Interviews will begin in mid-April.

To apply for this job email your details to search@torkelsonconsulting.com

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