Executive Assistant/Office Manager

Advance Illinois is a statewide education advocacy organization designed to serve as an independent, objective voice for education in Illinois.  Led by a high-powered Board of Directors comprised of business, civic, education and grassroots leaders from communities across Illinois, Advance Illinois aims to transform the Illinois education policy landscape by helping to create policies and supports that enable all Illinois students to excel.

The Advance Illinois office is located in downtown Chicago, in a well-appointed office space shared with several other organizations. We also have a satellite office in Springfield for our Government Relations Director. The whole organization numbers fewer than 10 employees, as well as several contractors, both on and off-site, and a number of interns and volunteers. 

Job Responsibilities:

The Advance Illinois Office Manager will be responsible for both executive assistant and office manager duties for the office.

The Office Manager will function as the assistant to the Executive Director (ED). In this capacity, s/he will:

  • Coordinate the busy Executive Director’s calendar and work tasks
  • Help the Executive Director prepare for and coordinate meetings and events
  • Arrange travel, including preparing itemized travel folders for trips
  • Handle a fast-paced environment in which information must be instantly available

The Office Manager will also work with the wider Advance Illinois office and staff to:

  • Manage human resources, including:
    • Coordinate bi-weekly Paychex payroll including deductions
    • Manage Accounts Payable
    • Coordinate information for HR searches and maintain/update HR policies
    • Coordinate healthcare benefits and Simple IRA
    • Maintain personnel records
    • Assist in annual audit
  • Manage correspondence, contact lists and data bases
  • Coordinate and manage events
  • Administrative duties:
    • Manage mail, shipping, copying, printing, faxing, filing as needed
    • Coordinate set-up for meetings
    • Answer phones and greet guests
    • Coordinate IT needs
  • Grant submission support
  • Special projects as assigned

Qualifications:

A minimum of three years professional experience in a similar capacity is required. In addition, the Office Manager must be able to:

  • Prioritize tasks effectively
  • Maximize functionality of Microsoft Office suite (Word, Excel, Outlook, Powerpoint)
  • Manage multiple tasks simultaneously
  • Follow through consistently on tasks, projects, and individual requests
  • Maintain high levels of organization and attention to detail
  • Maintain a level head and calm disposition under pressure
  • Communicate well both orally and in writing
  • Demonstrate a high degree of professionalism in all situations

Benefits:

 Competitive salary with bonus opportunity

  • Health insurance
  • Employee match for Simple IRA

Inquiries and resumes should be directed to admin@advanceillinois.org by March 2, 2012.

Advance Illinois is an equal opportunity employer with a commitment to engaging the skills and leadership of people of color, low-income persons, LGBT persons, differently-abled people, and other people from diverse backgrounds. People from these and other historically marginalized backgrounds and communities are strongly encouraged to apply.