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Administrative Assistant

The Administrative Assistant is a full-time, entry-level position that performs reception duties and provides day-to-day administrative support to CLA staff with a focus on executive, operations, and financial functions.

IMPORTANT NOTE: If you applied for this position BEFORE December 19, PLEASE REAPPLY due to a technical issue that occurred. Thank you!


Administrative Assistant

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IMPORTANT NOTE: If you applied for this position BEFORE December 19, PLEASE REAPPLY due to a technical issue that occurred. Thank you!

Chicago Loop Alliance is committed to fostering an inclusive work environment. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability, or any other status or characteristic protected by applicable federal, state, or local law.

 We strongly encourage applications from minorities, women, individuals with disabilities, and all other qualified job seekers. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to [Michael Edwards, resumes@ChicagoLoopAlliance.com].

Reports to: President & CEO and Chief Finance Officer

Working with us:

As a member of the Chicago Loop Alliance team, you will be part of a tight-knit, collaborative work culture. CLA runs on a small but mighty staff, providing opportunities to try new things and grow in many directions. Senior leadership is accessible and supportive, and you can take pride in working for an organization that emphasizes diversity and inclusivity. The well-connected network of Chicago Loop Alliance member and partner organizations allows you ample opportunity to connect and network with influential individuals from all industry sectors in the Chicago Loop district and beyond. Happy hours are not uncommon; friendships outside of the workplace tend to flourish; and open communication is encouraged. Being part of CLA means working hard but feeling great about your impact at the end of the day.

Responsibilities:

  • Provide excellent customer service for CLA stakeholders and members
  • Provide front desk and phone coverage, greeting visitors, handling routine inquiries, and directing calls as necessary
  • Maintain daily administrative tasks of a well-functioning office
  • Maintain files, reports and records and keep track of employee's PTO
  • Interact with insurance, software providers and other vendors necessary for the running of the office
  • Perform data entry tasks to record and update information
  • Prepare meeting logistics, space, materials, and write/edit monthly meeting minutes
  • Manage CLA’s internal and public calendars and assist with meeting and appointment scheduling
  • Manage all mailing, shipping, office supply ordering/stocking, facilities management, equipment, and errands
  • Communicate with IT contractor(s) and staff regarding technological needs of Chicago Loop Alliance, serving as point person, and project managing ongoing projects and upgrades as needed
  • Project management as needed
  • Assist and execute finance and operations projects as needed
  • Interface with the building management and leadership on issues of office cleaning and maintenance
  • Support CLA staff efforts around off-hour events such as the Annual Meeting, LoopedIn networking events, and Annual Gala
  • Complete assistant duties as assigned to support both the Chief Financial Officer and the President & CEO and other duties as assigned
  • Other duties as assigned

 Qualifications:

  • Interest in urban development, arts, culture, and entertainment
  • 1-3 years proven office management, administrative or assistant experience
  • Skilled in using the Microsoft Office 365 suite of products (Outlook, Word, Excel, PowerPoint), Quickbooks, Growth Zone/Chamber Master (other CRM), calendaring, and managing virtual meetings (Zoom, etc.)
  • Highly organized and detail oriented
  • Excellent interpersonal skills both in person and by phone, with high professionalism and customer service
  • Demonstrated ability managing multiple tasks in an environment with frequent interruptions, changing priorities, and tight operating deadlines
  • Demonstrated ability to be proactive and resourceful
  • Data entry experience
  • The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.

To Apply & Timeline:

IMPORTANT NOTE: If you applied for this position BEFORE December 19, PLEASE REAPPLY due to a technical issue that occurred. Thank you!

Send cover letter and resume titled: “Administrative Assistant” to resumes@chicagoloopalliance.com.

Close Date: Friday, January 6, 2023

Anticipated Start Date: February 1, 2023

Applications accepted until filled (no phone inquiries please).