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Office Administrator

Reflections Foundation/ Polished Pebbles Girls Mentoring Program
Chicago, IL
  • Posted: over a month ago
  • $55,000 to $65,000 Yearly
  • Full-Time
Job Description


The Office Administrator is responsible for providing comprehensive support to the Executive Director, Board of Directors, and Executive Team and managing the organization’s office operations. This dynamic position requires the ability to manage multiple projects and tasks, anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

This is an onsite role. Hours: 9am - 5pm. Days: Monday through Friday. Overtime occasionally but scheduled in advance.


  • Provide calendar management for the Executive Director (ED).

    • Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

  • Act as a liaison and provide support to the Board of Directors.

    • Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.

  • Complete a broad variety of administrative tasks that facilitate the ED’s ability to effectively lead the organization.

    • Assist with special projects; designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.

  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the ED, including those of a highly confidential or critical nature.

    • Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect ED’s style and organization policy.

  • Work closely with the ED to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

    • Act as a "barometer," having a sense for the issues taking place in the environment and keeping the ED updated. Anticipate the ED’s needs in advance of meetings, conferences, etc.

  • Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.

  • Collect and Maintain all compliance documents including New Hire paperwork, participant attendance, registration data, pre & post surveys.

  • Maintain open communications with the Polished Pebbles (PP) team, including meeting regularly with Human Resources, Accounting, and Programs providing and collecting information and documents as needed.

  • Provide a "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the ED and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.

  • Work with the Executive Team to coordinate the ED’s outreach activities. Follow up on contacts made by the ED to cultivate ongoing relationships.

  • Manage all aspects of PP’s office services.

    • Evaluate and assist in developing administrative policies and procedures for improved work flow and anticipate future needs as the organization grows.

    • Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.

  • Manages filing systems and office supplies, maintains IT infrastructure and keeps inventory of orders.

  • Manage the Info@Polished Pebbles email and ensure respective team members receive needed information.

  • Other projects/duties as assigned for the overall benefit of the organization.

Skills & Competencies for Success

  • Strong ability to execute work with a diversity, equity, and inclusion lens.

  • Strong verbal and written communication skills.

  • Exceptional organizational skills and impeccable attention to detail.

  • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.

  • Make appropriate, informed decisions regarding priorities and available time.

  • Ability to complete a high volume of tasks and projects with little or no guidance.

  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.

  • Able to maintain a high level of integrity and discretion in handling confidential information.

  • Excellent judgment is essential.

  • Ability to switch gears at a moment’s notice.


  • Bachelor's degree or 5+ years of equivalent experience.

  • At least 3 years of significant executive support experience, including supporting high-level executives.

  • Nonprofit board experience is highly-preferred.

  • Ability to maintain confidentiality and demonstrate Polished Pebbles core values of compassion, fairness, mutual respect and honesty.

  • Expert proficiency with Google Suite Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.

  • Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).


  • Monthly Health & Wellness Stipend
  • Paid Time Off
  • Paid Holidays
  • Professional Development
Company Description
Polished Pebbles Girls Mentoring Program provides girls with the opportunity to learn the vital life skill of effective communication. In conjunction with schools, public and social service agencies, universities, and business and industry partners, Polished Pebbles is designed to teach girls, and young women, the importance of communication skills in the workplace, at school, and in their communities. Our mentoring program incorporates women from various Chicago communities who mentor elementary, middle school and high school students, and includes store tours/site visits; school visits by the mentors, and job shadowing experiences for the girls.

Reflections Foundation/ Polished Pebbles Girls Mentoring Program


3700 South Iron

Chicago, IL



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