Special Projects Assistant

Job Type

Full Time




36 South Wabash Avenue
United States


City Year Chicago is seeking a dynamic, creative, flexible and detail-oriented who possesses the ability to work collaboratively with internal and external teams and autonomously on self-directed projects. Special Projects Assistant who will support the initiatives and responsibilities of the Executive Director and her Executive Leadership Team including executive projects, development initiatives, and administrative functions. The Special Projects Assistant is responsible for supporting the Executive Director (ED) in their role of leading the 55 staff and 254 AmeriCorps members of City Year Chicago. The Special Projects Assistant will provide the ED with exceptional project management and administrative support. S/he/They must collaborate with staff members across all departments at the site and headquarters, including within the Senior Leadership Team. This role is responsible for managing the daily operations of the Executive Director as well as support material production for necessary internal and external meetings.

The Special Projects Assistant must be hard working with exceptional written and oral communication skills. The selected candidate must also be skilled at managing multiple priorities and deadlines in a fast-paced, dynamic environment and exercise discretion when handling confidential communication. This position reports to the Special Projects Director.


ED Support 

  • Provide excellent administrative support to the Executive Director (ED). This includes, but is not limited to, efficiently maintaining calendars, scheduling meetings and conference calls, arranging travel, writing meeting minutes, reviewing mail and preparing presentations and speaking points for the ED on an array of topics for a breadth of constituencies. 
  • Serve as the primary contact for individuals and organizations seeking information from the ED, prioritize these incoming requests and ensure outgoing communication is consistently timely and accurate. 
  • Anticipate the logistical and informational needs of the ED to ensure she is well prepared for meetings, presentations and events.
  • Support the ED’s participation on external community and education boards to position City Year as a leader in the educational community and premier service partner. 
  • Implement and maintain an effective paper and electronic filing system; practice discretion when dealing with confidential matters. 
  • Submit high-priority requests to ITS, Finance, Human Potential, complete and submit expenses, purchase orders, mileage and expense reimbursements on behalf of the ED. 
  • Plan and prepare for internal and external meeting needs hosted by the ED; reserve meeting rooms, arrange for appropriate Information Technology Services (ITS) support, inform appropriate staff members of visitors in advance, arrange for meeting refreshments, welcome and escort visitors and ensure meeting rooms are left in exceptional condition.  
  • Preparing/submitting Executive Director’s expense reports and other duties as assigned by the Executive Director. 

Site Board and Development Department Support  

  • Manage production, collection, editing, and distribution of board meeting materials. Oversee all logistical aspects of quarterly board meetings/retreats, maintain and accurate and complete files on meetings, committees and members. Assist with special projects by conducting research, collecting and analyzing data, drafting reports and preparing presentations for internal and external stakeholders.  
  • Process invoices, supply orders and support gift processing and other development operations tasks as needed.  
  • Other duties as assigned by the Special Projects Director.

Qualifications 

  • Bachelor’s degree required with at least two years of service or related professional experience.  
  • Exceptional oral and written communication skills. 
  • Excellent Excel skills and proficiency using other Microsoft Office programs strongly preferred. 
  • Results-oriented individual with excellent organizational skills, attention to detail, ability to think critically and proven ability to handle multiple tasks and competing priorities.  
  • Experience using Salesforce (or similar database application) and gift processing strongly preferred. 
  • Experience supporting board meetings and supporting an executive level professional strongly preferred.  
  • 1 or more years of project management experience in a development or communications role.   
  • Strong interpersonal, time management, decision-making and problem-solving skills. 
  • Proven ability to work as both a team member and independent leader. 
  • Commitment to helping a highly successful organization implement systems and structures to support significant growth. 
  • A sense of humor and ability to be flexible in a fast pace and dynamic work environment. 
  • Deep understanding of City Year’s mission and the national service movement is helpful. 
  • AmeriCorps/City Year alumni are encouraged to apply.


Compensation and Benefits

Full time employees are entitled to compensation commensurate with experience. Benefits for full time employees include health insurance with Flexible Spending Account, paid vacation, holidays, parental leave, 401K, and more.

City Year is an Equal Opportunity Employer, committed to a diverse workforce. Individuals from all backgrounds are encouraged to apply, including persons with disabilities and veterans.

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply


Please complete the online application and attach a resume and thoughtful cover letter in the "Resume/CV" field on the "My Experience" page. Internal applicants should apply through cyresource.