Executive Program Assistant Jobs in Illinois (NOW HIRING)

Please note, this is a grant funded position through the end of 08/2028. While all efforts will be made to continue program funding beyond this date, it is possible that this position will terminate at that time.

Interested candidates are advised to apply as soon as possible this opportunity will remain open for a limited time.

Position Overview 

Local Initiatives Support Corporation (LISC) seeks an organized, professional to become the Program Assistant in its Virginia office.

The Program Assistant will be responsible for ensuring efficient office operations by providing a range of administrative functions to support the LISC office. In addition, the Program Assistant will provide support to the Richmond team to ensure grant/contract management is timely and accurate and programs are administered smoothly and effectively. Responsibilities include grant administration, compliance and disbursements, and financial management. The successful candidate must be proactive, organized, familiar with budgeting, able to perform multiple tasks and work well with others; possess outstanding administrative and computer skills; and have excellent oral and written communication skills.

The Program Assistant will work closely with the Executive Director, Deputy Director and Program Officers to develop and enhance the daily administrative and operational systems for the LISC VA office including financial and contract management, information and client management, office logistics and hospitality, and scheduling support.  Responsibilities will include:

Administrative Responsibilities

• Administer, track, and update donor lists, records, and communication materials used for fundraising
• Process and track local office revenue and expenses monthly for accuracy; provide financial management support to include: invoicing, updating payment status, proactively communicating with LISC finance and accounting teams
• Process all incoming checks, gifts, grants and track status of all receivables
• Assist with planning and coordinating events logistics to include: trainings, conferences, and other special events, meetings and convenings
• Develop and enhance processes/procedures to effectively manage daily office operations
• Distribute mail, overnight packages, respond to phone and email inquiries from the public, maintain office and meeting space, proactively ensure office is prepared for meeting and guests
• Order office supplies and manage inventory to ensure adequate supplies for the office and staff
• Work with LISC IT to maintain/troubleshoot LISC operating systems, software, applications, computer & other office equipment
• Develop and maintain strong working relationships with local Program staff and national LISC back- office operations staff
• Provide administrative support to program officers
• Work with the following LISC platform of software to accomplish tasks: Salesforce, Certify, NetSuite, ADP and Box
• Support communications team for internal and external communications channels including maintenance of social media accounts, distributions lists, and website updates
• Assist staff in various program processes including: collection of partner information/data and program outcomes; processing and monitoring grants/consultant agreements; monitoring grant and consultant performance to ensure alignment with agreed scope of work; processing invoices, disbursements and maintaining program records to ensure all electronic office files are organized, accurate and up-to-date on a regular basis. 

Executive Director and Local Advisory Committee Support

• Establish and populate a contact management system using Outlook, Salesforce and other LISC platforms
• Provide executive assistant level support to the Executive Director's including calendar management, appointment scheduling and coordination, managing invitations, coordinating travel arrangements, drafting correspondence, meeting notes, submitting expense reports.
• Assist with internal/external and Local Advisory Committee meetings, with responsibility for minutes, logistics, document updates and meeting coordination.
• Staff Local Advisory Committee meetings (agendas, minutes, logistics, AV, and coordination)
• Preparing meeting documents and materials such as agendas, detailed notes and follow-up
• Assist the Executive Director with general operations and logistics support

 Program Responsibilities 

• Track data and develop accurate, accessible, and up-to-date grant applications and reports on grantee/partner projects and program accomplishments
• Provide logistical and programmatic support for LISC Virginia programming
• Support program officers in advancing programmatic work including tracking grant agreements and outcomes, reviewing financial reports, processing grant and other disbursements, and supporting grant compliance
• Review service provider partner outcomes and deliverables
• Support programs through tracking and reporting on grant outcomes, processing financial reports, processing grant disbursements, and supporting grant compliance
• Support asset management by maintaining tracking and reporting on recoverable grants and loans
• Support program officers to compile needed documentation and answer applicant inquiries
• Monitor and update internal reports and data lists
• Perform other related duties as assigned

Office/Event Logistics and Planning: 

• Serve as the primary contact for the current office facilities and lease administration
• Provide logistic support for meetings, trainings, workshops, information sessions, orientations, conferences and special events. To accommodate our stakeholders, periodic evening and weekend work may be required.  Interested candidates must be comfortable traveling and working within a wide range of neighborhood and professional settings.
• Meet and greet visitors, collect mailbox deliveries, answer phones and direct inquiries, and maintain office, kitchen and meeting space.
• Order office and kitchen supplies, manage inventory and maintain adequate supplies for the office and staff.

Qualifications

• Minimum of Associate's Degree from an accredited college or university or comparable work experience;
• Minimum 5+ years of related work experience in administration or community development preferred
• Excellent writing and communication skills
• Experience analyzing and organizing conceptual and quantitative information
• Facilitate multiple and varied projects with strong attention to detail, organization, and accuracy
• Work independently and as a part of a team
• Proficiency in Microsoft Office Suite applications, Salesforce, BOX and virtual meeting platforms
• Familiarity with social media, web development and Photoshop a plus
• Experience working effectively with diverse staff and stakeholders
• Excellent customer service skills

COMPENSATION

LISC offers a competitive salary ($51,589-$64,487) and excellent fringe benefits.