Programs Assistant

Summary

The Programs Assistant (Assistant) supports the Alliance for the Great Lakes’ Programs Team in achieving the goals of our strategic plan. The Programs Team leads research, policy, partnership building, and advocacy at the local, state, and federal levels to promote clean water and healthy communities. Our focus is on issues including flooding and sewer impacts on communities, water use, invasive species, agriculture, and plastic pollution.

The Assistant role involves administrative coordination, event and meeting support, communications assistance, and file/records management. The ideal candidate is detail-oriented, highly organized, and passionate about their work and the mission of our organization. This position reports to the Vice President for Programs and works closely with the Program Directors (including the Directors of Water & Ecosystems, Water Infrastructure, Local Partnerships, Federal Relations, and Media) on meeting logistics and scheduling, document creation and management and travel support, as well as assisting with grant and lobbying reporting, expense management, and other duties that may emerge from our work. The Programs Assistant performs a wide variety of functions independently, exercising confidential discretion and sound judgment in the performance of these duties. The Assistant will collaborate with Operations staff to learn about platforms and how the Alliance utilizes them, as well as to share information, streamline processes, and identify opportunities for improvement. Additionally, this person will assist with projects, including by providing support on organizational initiatives, as assigned by their supervisor and Program Directors.

Representative goals that this position will support, in coordination with the Operations Team, include:

• By the end of 2025, the Assistant will have efficient administrative systems and processes in place to schedule, prepare for, and execute virtual and in-person meetings involving multiple participants.
• By early-2026, the Assistant will develop and prepare the Programs Team to adopt, utilize, and maintain a unified file management system that enables easy and consistent access to files across offices.
• By mid-2026, the Assistant will draft a set of standard operating procedures to document how administrative tasks specific to the Programs Team are performed.

A typical week:

The Assistant plays a key support role in the day-to-day coordination and administration of programs. The weekly routine blends administrative tasks, communication, and event support to ensure successful program delivery.

The week might start with reviewing the Programs Team calendars, scheduling meetings and events on behalf of Programs Team members, organizing priorities, and responding to any outstanding emails. The Assistant may gather updates from recent program activities to share with Communications or the Grants Manager and update internal tracking systems or spreadsheets. They’ll work with the Programs Team to prepare and/or organize agendas, presentations and other meeting materials. They may also attend internal and external meetings to take meeting notes/minutes, organize action items, and help distribute follow-up communications. If there’s an upcoming event, they might spend time clarifying in-person or virtual event needs, formatting or printing materials, assembling supplies, checking technical setups, and confirming final details with presenters or facilitators. As the week winds down, the Assistant makes time for wrap up and reflection. They may meet with their supervisor and Directors to debrief, identify improvements, and plan for the following week.

Throughout the week, the Assistant balances multiple projects, maintains accurate records and filing systems, supports communication among the Programs Team and with other offices, and ensures partners receive timely, helpful information.

Responsibilities

Event and Meeting Coordination:

• Organize in-person and virtual logistics for workshops, conferences, and other events, including: prepare agendas based on input/direction from Programs Team staff, send invites to attendees and track responses, reserve space, order food or supplies, take and transcribe meeting minutes, monitor action and follow-up items, prepare materials, and keep permanent records as appropriate.

Communication:

• Maintain general knowledge of activities and projects of the Programs Team.
• As directed by supervisor and Directors, draft and distribute basic program materials, track email communication, and accurately respond to routine inquiries from staff and partners.
• Periodically review website content and identify any necessary updates for the Programs Team to consider.
• Support collaboration and information sharing across the Programs Team and with other offices.

General Administrative Support:

• Serve as a liaison between Programs Team and other staff for purposes of contracts, agreements, grants management, and other official documents.
• Arrange and schedule travel logistics for Programs Team.
• Prepare expense reports and assist with time entry and approvals.
• Execute meeting and event logistics, with guidance from and in coordination with the Office Manager and/or Executive Assistant as needed.
• Compile, clean and prepare basic data sets for analysis, as directed by Programs Team.
• Proofread documents as directed by Programs Team.
• Manage and maintain the Programs Team calendar for internal meetings/timelines, and ensure that timely information is shared with the right people.
• Assist the Programs Team to develop, adopt, utilize, and maintain a unified electronic file management system.
• Track and support compliance with registration and reporting requirements for lobbying, including managing calendar of reporting requirements and submitting reports based on timekeeping by Programs Team staff. Flag any new or changing lobbying needs for supervisor.
• Assist Programs Team to create and regularly update contact lists.
• Provide basic education and technical support on the use of Microsoft Office products.
• Provide additional administrative support as required.

Additional Duties

As assigned or needed.

Work Relationships

The Programs Assistant will work closely with the Programs Team and coordinate with the Operations Team and the Executive Assistant to carry out job duties.

Supervisory Responsibilities

None

Physical Demands/Work Environment

Occasional evening or weekend work may be required for events or program deadlines. Some travel may be required (e.g., for conferences or partner meetings).

Knowledge/Skills

• Minimum of 3 years of experience with essential administrative support to an organizational team, including scheduling meetings, managing calendars, and preparing correspondence.
• Ability to compose, edit and organize documents and presentations using professional, clear and succinct language and structure.
• Exceptional organizational and time management skills with a proven ability to prioritize tasks and meet deadlines. Strong problem-solving and critical thinking abilities.
• Demonstrated ability to work both independently and collaboratively as part of a team with a positive, solution-focused, can-do attitude.
• Experienced in developing systems to build efficiency in processes and quality of deliverables.
• Willingness and desire to provide customized service for individual program staff based on work style and needs.
• Independent worker capable of making decisions on their own; self-motivated, resourceful, and flexible.
• Proficiency in Microsoft Office products, particularly Word, Excel, Outlook and PowerPoint. Experience with SharePoint and Asana is helpful, but not required; however, developing knowledge of these programs will be essential.
• Ability to learn new software applications quickly.
• Understands and upholds Alliance for the Great Lakes values of community, relationships, courage, integrity, and optimism.
• Demonstrated alignment with our external and internal operating principles of justice, equity, diversity, and inclusion.
• The selected candidate must be able to pass a background check.

• This position is full-time and consistent with Alliance employment policy. The Alliance has defined salary ranges that are evaluated annually, and it is customary for candidates to join at the lower half of the range to leave room for learning and development in the role. It is uncommon for starting salaries to fall above the mid-point. The salary range for this position begins at $50,000 and we negotiate salaries with final candidates based on their experience in similar roles and expertise related to the qualifications.
• Excellent benefits, including medical, dental, short- and long-term disability, life insurance, FSA, 11 paid holidays plus the business days between 12/26 and 12/30 (staff who must work on any paid holidays may take those holidays at another time subject to the employee handbook), 3 weeks' annual vacation to start + PTO, and Fidelity 401(k) with employer match of up to 6% of salary, eligible after 30 days.
• This position can be performed remotely from anywhere within the Great Lakes region; however, there is a preference for candidates with the flexibility to work from Alliance’s Chicago office as needed.