Administrative Assistant

About Urantia Foundation

Urantia Foundation was established in 1950 to serve as custodian of The Urantia Book and to ensure its teachings reach people worldwide. Operating as a nonprofit religious/educational foundation under a Declaration of Trust, we have been printing the book in English since 1955 and translating it into dozens of languages to serve readers around the globe.

Position Overview

The administrative assistant provides essential support to the executive director and team at our historic Lincoln Park office in Chicago. This full-time, onsite position requires five days per week at 533 W Diversey Parkway.

Key Responsibilities

• Support the executive director with day-to-day administrative tasks and special projects
• Schedule meetings, manage calendars, and coordinate travel arrangements
• Prepare materials and documents for quarterly board meetings
• Coordinate maintenance, repairs, and vendor relationships for our historic building and two residential units
• Serve as a welcoming point of contact for trustees, service providers, and visitors
• Assist with Foundation programs and organizational initiatives as needed

As with many nonprofit roles, responsibilities evolve to meet organizational needs, and the ideal candidate will embrace this flexibility.

Who We Are Looking For

We're seeking someone who is reliable, organized, computer proficient, friendly, and a natural problem-solver with strong initiative. This role requires excellent interpersonal and communication skills, along with tact and discretion when interacting with board members, partners, and guests to our historic home.

Required Qualifications

• Excellent oral and written communication skills
• Professional and courteous demeanor in face-to-face and telephone interactions
• Strong business writing and editing abilities for documents, emails, and correspondence
• Proficiency with Microsoft Office (Word, PowerPoint, Excel) and Google Workspace
• Demonstrated organizational and prioritization skills
• Experience maintaining filing systems, managing calendars, scheduling meetings, and coordinating travel
• Ability to coordinate building maintenance and work with contractors
• Exceptional attention to detail and follow-through
• Self-motivated with ability to work independently and collaboratively
• Capacity to work effectively across all organizational levels, both locally and internationally
• U.S. citizenship or permanent residency (green card) required

Preferred Qualifications

• Basic graphic editing skills using Canva or similar programs
• Familiarity with Adobe products, particularly Photoshop and Acrobat Professional

Health insurance through an ICHRA plan

Dental and vision insurance

Three weeks paid vacation

401(k) retirement plan participation

Proficiency in Spanish, French or Portuguese is helpful but not required.