Administrative Assistant / Office Manager

at Bear Down Community Investment Group NFP in Chicago, Illinois, United States

Job Description

Position Summary

 To uphold a professional and welcoming environment for community members, partners, and stakeholders. The ideal candidate is detail‑oriented, tech‑savvy, highly organized, and passionate about supporting mission‑driven work.

The Administrative Assistant / Office Manager serves as the organizational backbone for Bear Down Community Investment Group NFP. This hybrid role combines administrative, operational, and project‑support responsibilities to ensure that staff, programs, and day‑to‑day operations run smoothly and efficiently.

This individual will manage core administrative functions, provide office coordination, support program and leadership teams, and uphold a professional and welcoming environment for community members, partners, and stakeholders. The ideal candidate is detail‑oriented, tech‑savvy, highly organized, and passionate about supporting mission‑driven work.

Key Responsibilities

Administrative Support

- Provide daily administrative support to executive leadership and program teams. 

- Manage calendars, schedule meetings, prepare agendas, and coordinate internal and external appointments. 

- Draft, edit, and proofread correspondence, reports, presentations, and communications. 

- Assist with data entry, document management, and maintaining digital and physical filing systems.

Office Management

- Oversee office operations including supplies, equipment, workspace organization, and vendor coordination. 

- Serve as the primary point of contact for building management, IT providers, and service contractors. 

- Maintain a clean, organized, and welcoming office environment for staff and visitors. 

- Coordinate office logistics for hybrid staff, including scheduling shared spaces and supporting remote‑work needs.

Program and Operations Support

- Assist with event planning, workshops, training, outreach events, and community engagement activities. 

- Support tracking of program participation, attendance, and outcomes as needed. 

- Help prepare materials for housing, workforce, and business incubation initiatives. 

- Assist with managing intake forms, participant communication, and follow‑up tasks.

Finance & Compliance Support (Light)

- Support the Accounting Manager with invoice processing, receipt tracking, vendor records, and reimbursements. 

- Maintain accurate administrative records for grants and funder compliance. 

- Assist with gathering documentation for audits, reports, and funding requirements.

Communications & Customer Service

- Answer phone calls, respond to emails, greet visitors, and provide excellent front‑line customer service. 

- Manage incoming and outgoing mail, deliveries, and organizational communication channels. 

- Support website updates, social media coordination, and digital communications as assigned.

Technology & Systems Support

- Help onboard new staff with access to systems, tools, and office procedures. 

- Coordinate with IT service providers to troubleshoot basic technical issues. 

- Maintain shared drives, databases, CRM tools, and cloud‑based organization systems.