Project Assistant

CHAPIN HALL CENTER FOR CHILDREN • Chicago, IL

1d • Remote

About The Position

Chapin Hall is seeking a highly organized and proactive Project Assistant to provide project support to one large policy project focused on policy innovations and child welfare transformation within select jurisdictions, and support to one Senior Policy Fellow in the administration of their portfolio. The specific projects supported may change over time depending on project timelines and organizational priorities. Support to the policy project will include meeting scheduling, coordination, and note-taking; management of a quarterly report development process; some organization of project files; assistance in monitoring and communicating staff allocation and utilization of hours; and document preparation. Support to the Senior Policy Fellow will include administrative support and coordination across a portfolio of projects including scheduling and meeting coordination in collaboration with client representatives and national partners; expense report reconciliation; editorial and technical support in the development of meeting and presentation materials; and assistance with other administrative duties as requested. This position will report directly to a Chapin Hall Senior Policy Fellow and allows for periodic in-person attendance at Chicago, IL meetings. Additionally, this position will participate in regular virtual meetings. The Project Assistant will play a key role in providing administrative and ancillary support as well as ensuring the smooth operation of day-to-day activities for our growing project teams. The individual will interface with Chapin Hall leaders, Principal Investigators (PIs), Financial Operations leadership, staff, and external stakeholders. This is an excellent opportunity to contribute to the efficiency and success of our organization while developing valuable organizational and administrative skills. Chapin Hall embraces a Work from Anywhere approach, offering flexible remote work from anywhere in the United States. Our fully remote model is grounded in trust, accountability, and a shared commitment to high-quality work and collaboration, regardless of location. To get a glimpse of what this looks like in practice, we invite you to watch a short video featuring Chapin Hall staff working from home and across the country: Watch here. While our work is remote, we intentionally create opportunities for connection and belonging. We offer in-person opportunities for staff to build (1) relationships and connection, (2) team cohesion and creativity, and (3) a strong sense of belonging to the organization. Staff are expected to participate in occasional work-related travel, including attendance at in-person All Hall Convenings, which emphasize shared learning, collaboration, and community. Reasonable accommodations are made for those who require modifications.

Requirements

• High school diploma or equivalent; additional certification or associate degree in office administration or a related field is a plus.
• Proven experience as an administrative / project assistant or similar role, preferably for two or more organizational principals.
• Strong organizational and time management skills, with ability to work independently and exceptional attention to detail.
• Ability to handle multiple tasks simultaneously and meet deadlines in a dynamic environment where interruptions are common.
• Strong written and verbal communication skills, including the ability to communicate professionally with external partners.
• Resourceful approach to problem-solving and ability to take initiative.
• Discretion in handling confidential information.
• Strong interpersonal skills and ability to work collaboratively in a team.
• Ability to navigate a cross-matrix environment.
• Proficiency in office productivity tools, including MS Office (Outlook, Word, Excel, PowerPoint) and Office 365 required.
• Familiarity with Smartsheet preferred.
• Familiarity with Deltek Costpoint preferred.
• Familiarity with SharePoint preferred.

Responsibilities

• Provide administrative support to multiple staff within project teams as needed to advance project priorities.
• Support project leads in the scheduling and coordination of project meetings.
• Assist in preparing professional documents, such as memos, agendas, meeting materials, summary meeting notes, PowerPoint presentations, and report production activities including editing, proofing, formatting, and creating tables and zip files of documents.
• Attend and support project team meetings including development of meeting agendas, taking notes, tracking action items, and uploading relevant documents to SharePoint.
• Provide project support in researching and reporting on key information as necessary.
• Review project team allocation reports and keep team members updated on allocations and burn rates.
• Create and maintain SharePoint sites and other project management tools.
• Support senior leadership in fulfilling administrative responsibilities in a timely manner.
• Strategically and proactively manage calendars for senior leadership as well as schedule and coordinate internal and external meetings.
• Ensure efficient use of time and prioritize conflicting demands.
• Assist with making travel arrangements, including booking flights, accommodations, and transportation.
• Ensure travel itineraries are well-coordinated and communicate relevant details to the necessary parties.
• Collect and organize expense receipts, reconcile credit card statements, and prepare expense reports.
• Collaborate with staff and the finance team to ensure accurate and timely processing of reimbursements.
• Coordinate administrative functions and logistics of project-related or organization meetings, as needed.
• Participates as an active member of the Project Management and Knowledge Management internal working groups.

Benefits

• Chapin Hall provides a strong benefits program that addresses the diverse needs of our staff.
• We offer competitive and comprehensive benefit options that allow you to design your own plan, to balance individual needs with affordability and support long-term financial stability for staff and their family.
• Our benefits include comprehensive health plans, paid time off, sick time, parental leave and retirement options.
• For more information on our benefits visit our Chapin Hall Website.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED