Administrative Assistant

ENLACE CHICAGO • Chicago, IL

11d • $45,000 - $47,000 • Onsite

About The Position

About Enlace Chicago:
convenes, organizes and builds the capacity of stakeholders of Little Village to confront systemic inequities and barriers to economic and social access. The organization is dedicated to making a positive difference in the lives of Little Village residents by fostering a safe and healthy environment and by championing opportunities for educational advancement and economic development. It is committed to accountability and transparency to ensure integrity, believes in building community power through collaboration and grassroots leadership, promotes livable communities with access and opportunity for all, and values social justice and systems change.

This position is responsible for overseeing Enlace’s operations needs. This position reports to the director of operations, and will work closely with the organization’s administrative staff to foster efficiency and effectiveness with guests, the organization's staff, spaces, meetings and services. This person will supervise interns as needed.

Requirements

• High School Diploma or GED.
• At least 3 years of relevant office experience.
• Fluency with Microsoft Office suite, Google Workspace, and the Microsoft interface.
• Consistently exhibit a positive attitude with the ability to take independent initiative.
• Excellent organization skills with a high degree of attention to detail, accuracy, and follow-up.
• Ability to effectively multi-task and prioritize deadlines.
• Strong problem solving skills and critical thinking.
• Bilingual English/Spanish required.
• Basic knowledge of technology and technology systems.
• Must be able to keep an 8:45 am to 5:00 pm work schedule.

Responsibilities

• Answer and direct phone calls.
• Responsible for checking main office voicemail and delivering messages to appropriate staff.
• Distribute mail to respective staff mailboxes.
• Support the Director of Operations in organizing and scheduling appointments, meetings, and events.
• Maintain calendars for room reservations across offices.
• Manage and maintain Enlace organization wide event calendar.
• Order and manage office supplies.
• Support Director of Operations and Facilities staff with vendor management.
• Ensure office equipment is properly maintained and corresponding supplies are stocked.
• Ensuring the reception area is clean and orderly.
• Responsible for opening our Main Office, 2759 S. Harding Ave., Chicago, 60623.
• Managing the community announcement board at the reception area at 2759 S. Harding Ave., Chicago, IL 60623
• Greeting and assisting visitors.
• Providing general support to visitors.
• Registering visitors when entering the main office building.
• Ensuring safety protocols for visitors are followed.
• Supporting Director of Operations in preparing meeting agendas, emails, etc.
• Coordinating logistics, including room setup and catering.
• Handling sensitive information with discretion and maintaining confidentiality.
• Ensuring compliance with privacy policies and regulations.
• Assisting with various administrative tasks to ensure efficient office operations.
• Supporting finance and HR with check pick-up.
• Support teams with outgoing mail.
• Receive and distribute deliveries at 2759 office within 24 hours.

Benefits

• Health benefits. Enlace Chicago offers you and your family access to a low-cost comprehensive health care plan, which includes medical (Bluecross Blue Shield), dental (Guardian), and vision (VSP) coverage.
• Additional benefits. Enlace Chicago also provides life insurance coverage and short-term and long-term disability insurance at no cost to you with options of additional coverage.
• Retirement program. Enlace Chicago offers a voluntary 403(B) plan which begins at a 1% contribution. Enrollment is available after a 90-day grace period beginning on the first day of employment. An enrollment packet will be mailed to you.
• Paid time off. You will receive 96 hours of Upon Hire hours, which will be prorated depending on your start date. After your 3rd month, you will accrue 3.33 hours per pay period or a total of 6.66 per month . All vacation days are considered above and beyond the approved holiday schedule. Enlace has 12 paid holidays with a Holiday week between Christmas and New Year’s Day that will not be deducted from your PTO.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees