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Administrative Assistant Event Coordinator

1 month ago

Merrillville, United States Big Shoulders Fund Full time

BIG SHOULDERS FUND

Big Shoulders Fund is an independent tax-exempt charitable organization that provides support to schools with demonstrated need which provide a quality, values-based education for children. We serve 25,000 students and 92 schools in the Chicago and Northwest Indiana regions. Each school is a vital community-based organization and an anchor to its surrounding neighborhoods.

For thirty-seven years, Big Shoulders Fund has helped Chicago’s children achieve their dreams through access to high quality education. Of the 25,000 students we serve, 83% identify as people of color and 69% reside in low-income households. We expand access and outcomes by investing more than $40 million annually in scholarship support and enrichment programming for students; operational improvements for schools; cultivation of talent pipelines for school personnel from new teachers through veteran principals; and professional development and support for educators and leaders – all with the goal of not just strengthening schools, but whole communities, while preparing students for life-long success. To that end, 80% of scholars matriculate to college and students earn a degree at two times the national average. Latino and Black scholars graduate at three-times and four-times their counterparts, respectively, and graduates go on to vote, contribute, and participate at greater rates than local and national outcomes.


In 2019, Big Shoulders Fund began an exciting new chapter in Northwest Indiana by making a long-term commitment to The Region. Since then, we have worked to bring our unique approach to building the capacity of local school communities to best serve students and families of Northwest Indiana, with special focus on areas of greatest need: Gary, Hammond and East Chicago. The long-term goals of our efforts include elevating the quality of values-based schools in Northwest Indiana through: academic investments, instructional and data coaching; marketing and outreach efforts; and enrichment and summer programs to expand opportunities for students. While some roles on our staff focus exclusively on Northwest Indiana or Chicago, all Big Shoulders Fund team members contribute to the success of our work across both sites.

Big Shoulders Fund has earned a four-star rating from Charity Navigator, America’s largest evaluator of nonprofits, for 17 consecutive years, a distinction held by less than one percent of nonprofit organizations nationally.


POSITION OVERVIEW

Big Shoulders Fund is looking for an Administrative Assistant & Event Coordinator to assist in the execution of all administrative duties and logistics related to the Northwest Indiana Big Shoulders Fund team. The Administrative Assistant & Event Coordinator (AAEC) will report to the Executive Director, Big Shoulders Fund Northwest Indiana, and will be directly responsible for supporting the work of the Northwest Indiana team, as well as overseeing strong office and resource management. The AAEC will additionally hold responsibilities pertaining to event planning and execution, ensuring the smooth delivery of a wide range of events hosted annually by Big Shoulders Fund Northwest Indiana. The AAEC will demonstrate exceptional organizational abilities and attention to detail, superb interpersonal skills and precise time management talents in planning and delivering event and services.


Essential Job Functions (please note: this list will evolve and change over time)

  • Be present daily in the Northwest Indiana office, serving as the voice of Big Shoulders Fund Northwest Indiana to all callers and visitors – as well as to our own staff - communicating a sense of warmth, competence and welcome when answering the phone, receiving guests, and/or responding to questions and challenges that arise in the day to day
  • Process payments to partner organizations, independent contractors, schools, and teachers
  • Complete monthly expense reports
  • Draft letters, grant agreements, contracts, and letters to schools
  • Maintain systems for storing and tracking programmatic documents and payments, both digitally & in hard-copy
  • Identify locations for events, and place orders for food and materials for on- and off-site meetings
  • Take inventory of critical materials (such as office supplies, BSF swag, etc) and order supplies as needed
  • Order supplies for academic/enrichment programs for students, teachers and schools
  • Support the creation and production of meeting materials pertaining to the Big Shoulders Fund Northwest Indiana Founders Advisory Council (FAC) and other relevant stakeholders
  • Take on additional duties which strengthen and enhance the functionality of our Northwest Indiana office
  • Manage smooth execution of all logistical aspects of Big Shoulders Fund Northwest Indiana events, including the Big Shoulders Fund Golf Classic, Lend a Shoulder Day, board meetings of our Founders Advisory Council, networking events, receptions and more
  • Work with staff and vendors to plan and implement event concepts that meet Big Shoulders Fund Northwest Indiana’s goals for each event
  • Prepare and secure management approval of event budgets; ensure that events are produced within agreed budgets
  • Within parameters of approved budgets, negotiate and review contracts for venues, meals, beverages, décor, communications, and other materials as approved by the Executive Director
  • Develop and disseminate event timelines to all appropriate stakeholders, staff and participants
  • Oversee event logistics; develop contingency plans and make sure all key participants (Big Shoulders Fund staff, staff of the venue, etc.) are aware of the event timeline, flow, and contingency plans
  • Liaise and work professionally with vendors and/or other suppliers to ensure smooth execution of each event
  • Strategically create and deliver all event marketing materials in coordination with Big Shoulders Fund’s communications team
  • Work closely with communications team to develop communication materials for each event (invitations, sponsor solicitations, emails, signage, scripts, audio visual presentations) such that they are prepared on the agreed timeline and meet Big Shoulders Fund’s messaging and branding standards
  • Following each event, review all billings to ensure they conform to agreed contracts; enter and manage payment requests to ensure vendors are paid in accordance with contract terms
  • Prepare written post-event analysis of each major event to detail ways to improve event flow and logistics for subsequent years or similar events
  • Create and post event thank you’s to engage participants to continue to give, support and participate again in the future
  • Oversee communication to stakeholders for completion of event surveys


ADDITIONAL EXPECTATIONS

  • Demonstrate strength and skill in working with teachers, principals, students, and families from diverse cultural, economic, and ability backgrounds.
  • Attend and support the facilitation of fundraising events, service days, and other programs in Chicago and Northwest Indiana that further the mission of Big Shoulders Fund through its outreach to donors and schools as needed.
  • Work cooperatively with Big Shoulders Fund staff in Chicago and Northwest Indiana, and perform other duties as assigned.

NOTE: This role requires availability to work some evenings and weekends for Big Shoulders Fund events.

requirements

  • Minimum of a Bachelor’s degree, with concentration in hospitality, event management or related field a plus
  • Experience in event planning and management, preferably in a nonprofit setting
  • Exceptional organizational, problem solving, and time management skills; ability to multitask and set priorities among competing activities
  • High degree of responsibility, initiative, and professionalism
  • Positive, can-do spirit, especially as challenges arise
  • Excellent interpersonal skills and the ability to work cooperatively in a team environment
  • Clear, concise written and verbal communication skills
  • Daily access to a reliable form of transportation
  • Proficiency in event management software, Microsoft Word and Excel; experience in Salesforce software desirable but not required
  • Cultural sensitivity and ability to work collaboratively and effectively with diverse groups of people
  • Commitment to and passion for improving access to high-quality, values-based education options for all children
  • Commitment to excellence
  • Highly motivated and adaptable with a strong work ethic; operate with honesty, integrity, and a positive attitude
  • Strength in establishing and maintaining cooperative and effective working relationships with others
  • Ability to work some weekends and evenings for Big Shoulders Fund events