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Programs Assistant Jobs in Chicago, IL (NOW HIRING)

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Programs Assistant information

What is a programs assistant?

A Programs Assistant is a professional who provides administrative and logistical support to program managers and teams within an organization. Their responsibilities often include coordinating events, managing schedules, handling communications, tracking budgets, and assisting with reporting and documentation. Programs Assistants play a key role in ensuring that projects and programs run smoothly, supporting both internal staff and external stakeholders. They are commonly employed in non-profit organizations, educational institutions, and corporate environments.

What are the key skills and qualifications needed to thrive as a programs assistant, and why are they important?

To thrive as a Programs Assistant, you typically need strong organizational skills, attention to detail, and a background in administration or a related field. Familiarity with office productivity software (such as Microsoft Office or Google Workspace), event management platforms, and database systems is often required. Excellent communication, teamwork, and problem-solving abilities help you coordinate effectively and manage multiple tasks. These skills ensure efficient program delivery, seamless team collaboration, and successful achievement of organizational goals.

How does a programs assistant typically collaborate with other departments or teams within an organization?

Programs Assistants often serve as a key point of coordination between program managers, participants, and supporting departments such as marketing, finance, and operations. They may help schedule meetings, track project milestones, and communicate updates to ensure everyone stays aligned. Effective collaboration skills are essential, as Programs Assistants regularly work with diverse teams to support event planning, reporting, and program delivery. Building strong working relationships and being responsive to requests can help streamline processes and contribute to successful program outcomes.

What is the difference between Programs Assistant vs Program Coordinator?

AspectPrograms AssistantProgram Coordinator
Required CredentialsHigh school diploma or equivalent; some roles may require associate degreeBachelor's degree often preferred; relevant experience may suffice
Work EnvironmentOffice settings, community organizations, nonprofitsOffice environments, project sites, community programs
Employer & Industry UsageNonprofits, government agencies, educational institutionsNonprofits, government, educational institutions, healthcare
Common Search & ComparisonOften compared for entry-level roles supporting program activitiesViewed as a more senior role with additional responsibilities

Programs Assistants typically handle administrative support, scheduling, and basic program tasks, making them suitable for entry-level positions. Program Coordinators usually oversee program implementation, manage staff, and coordinate activities, requiring more experience and often a higher level of education. Both roles are vital in the same industry sectors, but they differ in scope and responsibility.

How to become a programs assistant?

To become a programs assistant, candidates typically need a high school diploma or equivalent, along with strong organizational and communication skills. Relevant experience in office administration, familiarity with scheduling tools, and sometimes a bachelor's degree in a related field can improve job prospects. Entry-level positions may require basic computer skills and the ability to work in team environments.

What are the most commonly searched types of Programs jobs in Chicago, IL?

The most popular types of Programs jobs in Chicago, IL are:

What cities near Chicago, IL are hiring for Programs Assistant jobs?

Cities near Chicago, IL with the most Programs Assistant job openings:

Programs Assistant jobs near you
Infographic showing various Programs Assistant job openings in Chicago, IL as of August 2026, with employment types broken down into 1% As Needed, 79% Full Time, 17% Part Time, and 3% Contract. Highlights an 86% Physical, 2% Hybrid, and 12% Remote job distribution.

Executive Assistant to Programs

Opportunity Enterprises

Valparaiso, IN • On-site

Other

Posted 11 days ago

Job description

Executive Assistant To Programs

The Executive Assistant to Programs will provide administrative and other support to the Chief Program Officer (CPO), Associate Chief of Programs (ACP), Day and Residential Services. This position is Monday-Friday part-time.

Duties/Responsibilities
  • Provide administrative support to the Adult Services Departments, including but not limited to all residential and day services programs.
  • Assist in planning and conducting special events in the community and those that are company-based. This will include ordering food, equipment, scheduling facilities and securing supplies.
  • Handle special projects as requested.
  • Responsible for creating and maintaining monthly spreadsheets and reports.
  • Responsible for creating and/or maintaining departmental forms, policies, procedures and checklists.
  • Responsible for data collection and data entry.
  • Prioritize conflicting needs, handle matters proactively, and follow through on projects to successful completion, often with deadline pressures.
  • Initiate correspondence or telephone calls as needed.
  • Attend meetings as requested to take minutes and maintain meeting minutes, agendas, action plans, and resolutions.
  • Manage calendar for the CPO/ACP by scheduling individual and team meetings ensuring no conflicts exist.
  • Work with vendors and assist in major purchases for the group homes.
  • Receive, log and track weekly Service Authorizations sent by the state.
  • Responsible for creating contracts for Client Services.
  • Be the point of contact for outside donations.
  • Assist with deliveries to residential sites.
  • Assist with client lunch coverages; including group and 1:1 scenarios.
  • Maintain acceptable work standards in all areas including attendance and punctuality.
  • Complete all training in the required timeframe.
  • Other duties as assigned.
Physical Tasks
  • Prolonged periods sitting at a desk and working on a computer
  • Must be able to lift up to 25 pounds at times unassisted
Required Skills/Abilities
  • Excellent verbal and written communication skills
  • Excellent interpersonal and customer service skills
  • Ability to handle multiple projects simultaneously
  • Proficient in Microsoft Office Suite or related software
  • Exhibits strong technology skills
  • Excellent organizational skills and attention to detail
  • Basic understanding of clerical procedures and systems such as recordkeeping and filing
  • Exercise good judgment
  • Excellent time management
Education
  • Must have high school diploma/GED.
  • Minimum of two (2) year's experience in a comparable position; previous training experience is desired.

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