Illinois Humanities is a statewide nonpartisan civic and cultural organization that fuels inquiry and conversation in ways that strengthen society. We grow social, economic, and political value through informed public discourse and exposure to ideas. Our programs examine issues related to public policy, media & journalism, business, and art. And, we operate a suite of programs that lower socio-economic and geographic barriers to participation. Illinois Humanities produces a high quantity of programs and has a dynamic staff with very busy schedules.
Illinois Humanities seeks an administrative assistant and office manager who can organize a busy office, support the executive director, and manage the organization’s travel needs.
Specific responsibilities will include:
Manage the executive director’s calendar
Manage communications on the executive director’s behalf with the Board of Directors and other stakeholders, including recording correspondences in Raiser’s Edge
Organize meetings of the Board of Directors and board committees, including producing and disseminating materials for the meetings
Act as the first point of contact for telephone and email inquiries and for visitors to the office, providing information to callers and visitors, and greeting clients and vendors
Process program registrations and inputting relevant data in the database
Build travel itineraries for guests of the organization and book their flights and hotels
Assist the Director of Finance and Operations with the general administration of the office, including maintenance of office equipment, organizational files, and the office calendar
Handle bank deposits, petty cash, parking vouchers, and vouchering of general bills
Order office stationery and other general office supplies and equipment
Assist in management of the Illinois Humanities database, the compilation of lists for mailings, the generations of reports, and mailings
The Executive Assistant and Office Manager will have strong secretarial skills, office management experience, excellent written and verbal communications skills, be a self-starter, and able to prioritize multiple demands.
The ideal candidate will be able to work with a diverse staff and stakeholders, be comfortable talking with strangers, be an excellent host, and have a passion for the humanities.
The ideal candidate will have the following qualifications:
At least two years’ experience in providing administrative support with a solutions-oriented mindset and a flexible, responsible, and service-oriented demeanor. Must be comfortable multi-tasking.
An excellent telephone manner and strong interpersonal skills, both written and verbal and a positive attitude in dealing with people, including board members, staff, program participants, and vendors.
Proficiency with the standard office computer software suite, including Word, Excel, and PowerPoint. Ability to create mail merges, maintain spreadsheets, and conduct internet research.
Ability to organize and implement office projects and maintain filing systems, databases, and calendars. Experience with Raiser’s Edge a plus.
Ability to take ownership of processes and initiate action
Undergraduate degree preferred.
Illinois Humanities is an equal opportunity employer and values diversity in its many forms.
By July 17th, send a cover letter, resume, and three references to Search@ILHumanities.org. References will not be contacted unless candidates reach the finalist level. The subject line should say: Illinois Humanities Search for Executive Assistant and Office Manager and your last name.
Additional Salary Information: Salary range of $35,000 to $42,000
Excellent benefits package
Illinois Humanities works to build dialogue across all sectors of society to examine issues important to democracy in the focus areas of public policy, media & journalism, business, and art. Using the humanities as tools to stimulate discussion, we create experiences across Illinois through programming, events, and grantmaking to engage a diverse public on ideas and issues that matter.