Community Development Initiatives Administrative Assistant - IFF CDFI - Chicago, IL

Community Development Initiatives Administrative Assistant
IFF Community Development Financial Institution

Chicago, IL
This position is entry-level and is targeted for individuals interested in the nonprofit industry. Provides administrative and technology support to the Community Development Initiatives department. This includes data entry; reporting documentation; preparation and distribution of presentation materials; organizing project management files; arranging travel and meetings; taking meeting minutes; managing correspondence and filing; and handling routine telephone, electronic, and in-person communications.

Duties and Responsibilities:

• Collects, edits, enters and verifies data and maintains computer data bases, contact management, contract tracking, and asset management information. Develops, prepares, and distributes reports to provide accurate and timely information to users. (10%)
• Handles daily administrative tasks; manages schedules including internal and external meeting requests; maintains calendars and contacts; coordinates travel arrangements including reservations, logistical information, and directions; obtains information and reports, both internal and external. (10%)
• Organizes and supports staff, including, but not limited to: file preparation, organization of staff meetings, editing and mailing correspondence, and management of departmental calendars and tracking of days off. Develops and distributes reports as requested. (20%)
• Handles general communications between departments and with staff at regional offices. Contacts clients for specific inquiries as needed and/or routes calls and emails to the appropriate party for response. (10%)
• Organizes implementation of presentations and events, including meeting arrangements, coordinating involved parties and preparing presentation materials. Works in coordination with other staff outside assigned departments. (10%)
• Assembles and distributes material for electronic and postal mailings and handouts. Makes meeting room, attendance, and other arrangements to ensure a smoothly-functioning meeting. (10%)
• Creates and edits professional PowerPoint presentations, using Excel graphs, charts, and text. (10%)
• Schedules and attends internal and external program planning meetings, as directed. (10%)
• Handles general communications to assigned departments, makes client inquiries as needed, and routes calls and emails to the appropriate party for action, information, and response. Prepares merge correspondence periodically throughout the year. Provides and participates in general administrative duties as needed, including back-up of the front desk. (10%)
• Maintains and develops required job knowledge and skills and core professional competencies. Attends and participates in required educational programs and staff meetings.
• Performs other duties as assigned.

Performance Measures:

• Timely and effective performance of daily internal and external communication with IFF staff and clients.
• High-quality work product.
• Efficient use of time and ability to manage multiple projects.
• Timely completion of all work.
• Maintenance of all files, contacts, reports and systems in a timely and accurate manner to assure ready retrieval of information.
• High level of initiative on projects and day-to-day work.

Position Qualifications:
Education: BA or BS required. Degree in urban planning, public policy, economics, urban studies, real estate, planning or related field preferred.
Experience: Two years of work experience.

Special Knowledge & Skills:

• Good verbal and written communication skills.
• Demonstrated proofreading and editing skills.
• Demonstrated interest in nonprofit organizations and/or community development.
• Ability to manage multiple tasks and prioritize among them.
• Ability to understand and manage complex information and projects.
• High level of experience in computer technology including Acrobat, database query systems, Microsoft CRM or other relationship management system, PowerPoint, Excel, and Word. Ability to manage integration among various computer programs.
• Unusual requirements: Occasional overtime may be required, including some nights and/or weekend work. Must be able to lift up to 50 lbs.

Application Instructions: Please submit a cover letter, resume and salary requirements with “Community Development Initiatives Administrative Assistant” in the subject line.