The Administrative Assistant (AA) is responsible for handling the day-to-day clerical functions of the Northalsted Business Alliance (NBA), a 501c6 not-for-profit organization that manages and improves Chicago's historic LGBTQ+ Northalsted business district. The AA will provide as-needed support to NBA staff, Board and committees, and interact with NBA members, consultants, secondary employees (independent contractors), and organization partners. Secondary responsibilities generally include supporting event and program implementation of the organization. This is a part-time, non-exempt position generally performed three (3) days a week for 8 hours, with occasional evening and weekend work required or assigned. Schedule modifications may be considered for the appropriate candidate.
Duties and Responsibilities (Primary):
- Answer phones and greet visitors
- Schedule appointments/meetings and maintain NBA staff, Board and Committee calendars
- Prepare and distribute mail
- Prepare communications such as emails, memos, invoices, reports and other correspondence
- Write and edit communications
- Create and maintain effective filing systems, both electronic and physical
- Take notes and prepare minutes of NBA staff, Board and committee meetings, both in-person and virtual
- Perform basic bookkeeping functions (receipt/expense logging, invoicing, etc.)
- Attend and represent NBA at events and/or meetings as required or assigned
Duties and Responsibilities (Secondary):
- Maintain and moderate NBA Member social media groups
- Ensure accurate and up-to-date member content on NBA website
- Liaise with relevant partner organizations and members
- Build rapport with all Northalsted businesses (member and non-member)
- Coordinate and communicate with members, contractors, and secondary employees (independent contractors)
- Inform members and public-at-large of current and upcoming events/programs by direct or email communication
- Assist the Executive Director in preparation of regular deliverables, including budgets, performance monitoring, qualitative/quantitative reporting, and other required documents and deadlines
- Other organizational duties as assigned, including (but not limited to): answering phones, responding to emails, collecting and distributing mail, maintaining office efficiency and organization, attending in-person or virtual meetings, ordering supplies, organizing and distributing materials, and direct communication (in-person and electronically) with businesses and partner organizations/officials
Required or Recommended Skills:
- Proficient in use of Google work tools and/or Microsoft Office tools
- Proficient in scheduling/organizing processes and tools
- Proficient in e-newsletter tools (ex: MailChimp)
- Professional and timely communication to a variety of persons, partners and vendors.
- Capacity to create/edit website pages and social media posts is preferred
- Excellent attention to detail and ability to meet deadlines
- Proficiency in workplace administration, efficiency and organization
Physical Requirements of the Position Include:
- Sit for prolonged periods
- Use a desktop computer for prolonged periods
- Talk and hear, both in person and by telephone
- Regularly ascend or descend stairs
- Periodically stoop, kneel, bend, crouch and lift up to 25 pounds
- Periodically traverse multiple blocks/distances in the business district
The Northalsted Business Alliance provides equal employment opportunities and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identify or expression, or any other characteristic protected by federal, state or local laws.
The Alliance will only be responding to applicants whom are selected for interviews. Please do not contact the organization regarding the status of your application.
Job Type: Part-time
Pay: $22.00 - $25.00 per hour
Expected hours: 20 – 25 per week
Benefits:
Schedule:
- 8 hour shift
- Weekends as needed
Ability to Relocate:
- Chicago, IL 60613: Relocate before starting work (Required)
Work Location: In person