Job Description

POSITION PURPOSE:

The Administrative Assistant, Strategic Partnership and Events provides full-time administrative support to the Sr. Director including calendar management, submittal of expense reports, handling vendor contracts for department, coordination of meetings, and routing phone calls appropriately. In addition to supporting the Sr. Director, they will also provide general administrative support to department directors, assist with other departmental projects, and respond to or appropriately direct ad hoc requests.   This position requires a high-level of interpersonal communication, analytical, and organizational skills, with the ability to undertake multiple projects simultaneously. 
This position is based in the Alzheimer’s Association’s Home Office in downtown Chicago, IL and reports to the Sr. Director of Strategic Partnership and Events. 

ESSENTIAL JOB FUNCTIONS:

  • Providing administrative support for Strategic Partnerships and Events team including a broad variety of office management and executive administrative tasks to support the overall fundraising operations of the department.
  • Preparing reports and providing information as requested and required.  Position is responsible for coordinating the department budget process; maintaining financial records for events; tracking gifts and pledges and ensuring proper coding as well as providing customer service to constituents; database mining and management; donor/sponsor relations and communications; and management of vendor relations
  • Scheduling requested meetings in a timely manner and providing participants with all relevant materials and information in advance; makes all necessary arrangements including reserving meeting room(s), providing guest list to reception, ordering food & beverage, and setting up dial-in number or WebEx link, etc. Keep Sr. Director and team well informed of upcoming commitments and responsibilities
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures

MINIMUM REQUIREMENTS
  • BA/BS Degree or equivalent experience
  • 5 years of administrative support and/or office management
  • Ability to develop and maintain relationships with internal and external constituencies and communicate with people at all levels of the Association 
  • Excellent verbal, written, and organizational skills to communicate clearly and concisely in person, by phone or email
  • Demonstrated multi-tasking, problem-solving, and prioritization skills to handle multiple projects simultaneously while adapting to changing needs and schedules in a fast-paced environment
  • Must be detail-oriented and able to review documents for content
  • Proficient with Microsoft Office Suite (e.g. Excel, Word, PowerPoint) and Google mail systems with the ability learn new software quickly
  • Internal and external customer service skills
  • Possess or be able to develop a general knowledge of database management manipulation
  • Ability to work independently and collaboratively to meet deadlines
  • Experience with coordinating departmental budgets and perform mathematical calculations as needed
  • Possess the ability to bend, stoop, lift, and transport up to 20lbs

Application Instructions

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