Program Assistant

2 weeks ago

Chicago, United States NAMI Chicago Full time
Type: Full-Time

Reports to: Director of Workplace Wellness

Office Location: 1801 W. Warner, Suite 202, Chicago IL; required in-office minimum of 3 days per week (hybrid work policy subject to change) Office location moving to 224 W. Hill St, Chicago, IL in Fall 2024

Background:

Guided by the experiences of those living with mental health conditions and rooted in equity, NAMI Chicago educates to fight stigma and discrimination, fiercely advocates for our community, and shares hope, connection and expertise with people on their mental health journey. NAMI Chicago seeks to fill gaps in Chicago's mental health system, with an intentional emphasis on serving underrepresented populations and breaking down barriers to care.

Who We Are Looking For:

We are seeking a highly organized, proactive, and detail-oriented Program Assistant to support our Workplace Wellness program leadership. The program provides consulting and training that reduces mental health stigma and improves mental health culture for employees and their employers. The team includes a director, marketing manager, and instructional designer, as well as more than 20 independent contractors.

The successful candidate will play a crucial role in onboarding the program's independent contractors, processing invoices, managing schedules, coordinating meetings, handling inquiries, supporting sales activities, and assisting with various administrative tasks. This position requires professionalism, and the ability to multitask in a fast-paced environment.

Essential Functions & Responsibilities:
  • Provide comprehensive administrative support to Workplace Wellness team leadership.
  • Manage and maintain schedules, including appointments and meetings.
  • Manage and maintain information in the CRM system, Docusign, Sharepoint and other software systems routinely used by NAMI Chicago.
  • Prepare and edit correspondence, communications, presentations, and other documents.
  • Conduct research, compile data, and prepare reports for consideration and presentation by executives.
  • Act as a point of contact with internal/external stakeholders.
  • Organize and maintain files, records, and documents.
  • Process expense reports, invoices, and reimbursements.
  • Assist with special projects and perform other duties as assigned.
Requirements

Essential Knowledge, Skills and Abilities:
  • Exceptional organizational and time-management skills.
  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams).
  • Ability to handle multiple tasks and prioritize effectively.
  • High level of discretion and confidentiality.
  • Strong attention to detail and accuracy.
  • Professional demeanor and appearance.
  • Ability to work independently and as part of a team.
  • Flexibility and adaptability to changing priorities and demands.
Qualifications & Requirements:
  • Bachelor's degree in Business Administration, Communications, Marketing, or a related field preferred.
  • Minimum of 3 years of experience as an administrative assistant
Available Benefits:
  • Compensation Range begins at $48,000
  • Medical, Dental, and Vision Benefits
  • Company Sponsored Life and AD&D Insurance
  • Unmatched 401K Program
  • Company Sponsored Wellness Activities

NAMI Chicago is an inclusive employer, we welcome and encourage BIPOC, LGBTQ+, Veterans, Differently Abled, Returning Citizens and All Who Are Dedicated to Mental Health to Apply.

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