Administrative Assistant Job Description
The Vietnamese Association of Illinois (VAI) is a state-wide organization serving thousands of diverse ethnic refugee and immigrant communities in Chicagoland and DuPage County. Our mission is to foster unity and solidarity among Vietnamese people in Illinois. For almost 50 years, VAI has assisted in the resettlement of families, to apply for citizenship, build community, and increase civic engagement.
The Administrative Assistant is responsible for ensuring a welcoming environment to all guests and community members within VAI spaces, including facilitating contacts between community members and VAI staff. The Administrative Assistant will work closely with the Finance & Operations Director.
RESPONSIBILITIES:
- Perform clerical and organizational tasks to assist community members to connect with VAI staff; including answering incoming phone calls, greeting community members, and connecting them to appropriate staff person;
- Support in drafting routine letters, memorandums, and data entries to inform staff and community members of changes within the organization, such as office closures, space usages, etc.;
- Timely communicate with staff regarding day-to-day operations, which may impact programs and services;
- Provide scheduling and referral support for the Immigration & Community Services team, including screening initial appointments, providing and documenting information and referral to community members;
- Logging, sorting, and delivering mail to Immigration & Community Services team;
- Provide information to community members on VAI’s programs and services;
- Collaborate with senior staff and directors to contribute to crafting program budgets and track key performance indicators;
- Strategize and maintain initiatives that adhere to organizational objectives;
- Assist program-related site visits and helping to steward relationships with key stakeholders, such as funders, government agencies, and community leaders;
- Contribute strategically to regular department and all-staff meetings;
- Meets deadlines in a responsive work environment;
- Additional responsibilities may be needed and will be discussed and assigned.
Qualifications & Experience:
- Minimum of 2 years of experience in administrative roles in nonprofit or community-based organizations;
- Outstanding communication and people skills with diverse groups of people;
- Excellent writing and communication skills with strong problem-solving skills;
- Excellent analytical, organizational, and project management skills;
- Excellent conflict-resolution skills with ability to mediate and reach mutual understanding in a community setting;
- Excellent organizational and leadership abilities;
- Ability to prioritize and manage multiple tasks with accuracy, attention to detail, and confidentiality;
- Strong skills with Microsoft Office and Office 365 Suite, including Outlook, Calendar, One Drive, etc.;
- Strongly preferred: Proficiency in Vietnamese;
- Bachelor’s degree preferred.
Work Requirements:
This is a full-time position based at VAI’s office in the Uptown neighborhood, one of Chicago’s most diverse neighborhoods along the lakefront on the northside. VAI operates on a 4-day work week with an expected minimum of 32-hours of work a week. The Administrative Assistant must work at least four days in-office at our Chicago location.
Job Type: Full-time salaried position with benefits package. Salary range: $55,000 – $60,000.
If interested, please submit a cover letter, resume, and three references to InfoVAI@hnvi.org with “Administrative Assistant” in the email subject line.
VAI is an equal opportunity employer committed to fostering a diverse and equitable environment. VAI does not discriminate on the basis of race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws. We encourage individuals of all backgrounds to apply.
Job Type: Full-time
Pay: $55,000.00 - $60,000.00 per year
Schedule:
Work Location: In person