Overview
ADMINISTRATIVE ASSISTANT – EVENT PLANNING Jobs in Chicago, IL at Hyatt Regency Chicago
Job Title: Administrator Assistant
About Us:Pregnancy Care Center of Petoskey is a dynamic and growing nonprofit dedicated to supporting women and men in making healthy, life-affirming choices. We are committed to making a positive difference in the lives of those we serve by offering education, mentoring, and practical aid with care and compassion. As we continue to expand our reach and impact, we are seeking a dedicated Administrator Assistant to join our team.
Reports to: Executive Director and Administrator/Volunteer CoordinatorHours Required: 26 hours per week
Schedule: Mon, Wed, Th 10am-4pm Tuesday 8:30-4pm
Compensation: $18-20/hr based on experience and qualifications
Job Description:
The Administrator Assistant plays a crucial role in the day-to-day operations of the Pregnancy Care Center. This is a fully in-office, front desk position requiring strong organizational and interpersonal skills. The administrator provides support and care to the clients, staff and volunteers. The role is responsible for managing office systems, overseeing client support services, and ensuring overall office efficiency. The ideal candidate will be highly organized, detail-oriented, and passionate about community engagement.
Responsibilities:
Answers all telephone calls and directs calls and messages where appropriate
Checks voicemail daily
Monitors ekyros portal messages, and client requests
Purchases client material aid as requested
Manages all package delivery
Maintains the client schedule
Sends daily appointment reminders for client appointments
Sends mobile intake forms to new and returning clients
Reports first to the administrator, and second to the executive director.
Light cleaning duty as needed – vacuuming, taking out the trash, dusting, sanitizing
Keeps ekyros and google calendar up to date with volunteer availability at the direction of Volunteer Coordinator
Scans bills and deposit records into the google drive as directed
Maintains office supplies as needed – printer toner, paper, tissue, cleaning supplies etc.
Monitor client facebook and instagram direct messages, responding and directing clients
Handles all print requests for staff. Test print files for accuracy and execute full print jobs in preparation for volunteers to cut, stuff, or fold.
Continually monitors ekyros for client data management accuracy. Ensuring mobile intake forms are completed fully, processed correctly, and all volunteers are charting effectively. Reports any inconsistencies or errors to the volunteer coordinator for next steps if unable to handle.
Assists volunteers, or handles individually any administrative tasks directed by the V. Coordinator, DMA, and ED such as preparing baby bottles for campaigns, and assisting with the bottle receiving as the campaign ends.
Maintains frequently used client material aid and orders as needed to keep in stock
Assist staff with other administrative tasks as requested
Opens and closes the office and is available at the front desk during office hours
Receives and processes in-kind donations
Enters client donation points into eKyros
Follows up on missed client appointments
Maintains the Local Resource document with updates and new resources
Reviews the formula stock regularly
Requests refills of prepackaged snacks from Manna
Follow up on birth outcomes as request by the RN
Qualifications:
Strong interpersonal and communication skills
Ability to work independently and as part of a team
Highly organized with great attention to detail
Passion for community engagement and volunteerism
Proficiency with computer applications and web-based systems
Respect for confidentiality and adherence to HIPAA privacy regulations
Knowledge of clerical, data, and office management practices
Creative problem-solving skills
Able to plan and organize appropriately and effectively delegate
Benefits:
Work in a modern office setting with a welcoming and supportive team
Enjoy a fun and positive workplace culture
Make a meaningful impact in the local community
Paid Time Off (PTO) and Paid Holidays
Opportunities for professional growth and development
Fridays off and consistent schedule allowing for work-life balance
In addition, to work for the Pregnancy Care Center of Petoskey you acknowledge you consent to have a criminal background check performed and you are in full agreement to our and agree to uphold our Code Of Christian Conduct.
Job Type: Part-time
Pay: $18.78 – $20.00 per hour
Expected hours: 26 per week
Benefits:
Paid time off
Schedule:
No weekends
Ability to Commute:
Petoskey, MI 49770 (Preferred)
Work Location: In person
Title: ADMINISTRATIVE ASSISTANT – EVENT PLANNING
Company: Hyatt Regency Chicago
Location: Chicago, IL
