Associate, Office and Events
Associate, Office and Events
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$ 59000 - 74000
1 Vacancy
Job Description
BACKGROUND
The Chicago Public Education Fund (The Fund) supports public schools by investing in the talented educators who lead them. As an independent nonprofit organization we partner with Chicago Public Schools (CPS) the City of Chicago the local philanthropic community principals and aspiring principals to build and sustain a culture of strong leadership. For more than two decades our supportive program and policy efforts and our willingness to innovate alongside educators have made a measurable positive impact on the quality of leadership in schools and helped educators support student learning. In our current campaign Chicago Leads we will raise and invest $50M to deepen and strengthen leadership in Chicagos 636 public schools.
Organizational Values
We are solutions-oriented. We approach our work with a proactive and productive mindset. Challenges are part of the work; we aim for continuous improvement.
We are collaborative. We understand that each team member relies on others to achieve goals. We ask for help when we need it and provide help when asked. The organization as a whole is more significant than any one of us alone.
We act with integrity. We say what we will do and we do what we say. We are honest about what we know and what we are learning; this helps us achieve the best possible outcomes.
We prioritize equity. Our work prioritizes leaders who serve and represent communities most directly impacted by structural racism and systematic exclusion. On our team we actively recruit and hire for diversity in all areas of identity. Our commitments are lived out loud.
ASSOCIATE OFFICE AND EVENTS
The Chicago Public Education Fund is seeking a proactive and resourceful Associate Office Coordinator and Event Planning to ensure the seamless functioning of our office and provide support across team events and office operations. Reporting to the Manager People and Operations this role will require strong judgment the ability to prioritize real-time needs and the skills to develop systems that help surface and address team support needs.
In this dynamic role the Office Coordinator & Event Planning Associate will oversee daily operations maintain a professional work environment and support the planning and execution of mission-aligned activities. This role is essential in ensuring the seamless functioning of the office environment and supporting team-wide logistics and operations.
Core Responsibilities:
- Daily Operations and Office Management: In your first 90 days you will focus on making The Funds office a functional organized and inviting space for the team. You will work to understand supply needs maintain a clean and productive environment and ensure the office supports the teams in-office work. You will begin developing an annual office calendar to assess the environment regularly ensuring that supplies are well-stocked equipment is operational and the space is well-maintained.
Over time your role will fully include:
- Manage the front desk ensure smooth entry and exit for visitors and team members and handle visitor sign-ins carefully and efficiently.
- Oversee daily office and kitchen operations including office organization and inventory vendor relations and conference room upkeep.
- Maintain a functional organized and inviting office environment by monitoring supplies equipment and cleanliness.
- Serve as the first point of contact for visitors creating a welcoming and professional first impression as the face of the organization.
- Coordinate vendor relationships for office services and maintenance; troubleshoot facility-related issues proactively.
- Develop and implement an annual office calendar to manage supply inventories end-of-year resets and maintenance activities.
- Manage physical and online filing systems.
2. Event Support: In your first 90 days you will focus on understanding the teams needs and developing a system to assess and prioritize event and logistical support requests. You will begin by supporting events germane to the organizational calendar assisting with logistics for team meetings and learning how to surface prioritize and respond to team support needs in real-time. You will communicate your prioritization decisions clearly and respectfully ensuring the team feels seen and supported.
Over time your role will fully include:
- Lead logistics for internal meetings and staff celebrations ensuring high-quality execution.
- Develop and manage comprehensive event logistics checklists and timelines to ensure seamless execution from inception planning execution and event completion.
- Serve as the primary liaison with external vendors (e.g. caterers venues) for internal team events.
- Collaborate with appropriate verticals and team members to support the development of event assets promotional materials and external communication needs.
- Ensure all logistical details are aligned including site walkthroughs room setups signage AV guest support speaker programs and follow-up communications.
- Support execution of community engagement activities and mission-aligned events to support the program teams and office of the CEO.
3. Administrative and Team Support: In your first 90 days you will focus on learning and understanding The Funds team structure recognition practices and capacity needs. You will provide tactical support for administrative and team functions and collaborate with internal stakeholders to maintain a positive organizational culture.
Over time your role will fully include:
- Collaborate with Senior Associate Strategy Team to support CEO COO CPAO with partner meetings and administrative needs.
- Oversee hiring logistics to coordinate interview schedules and prepare interview guides as well as onboarding calendaring logistics.
- Coordinate monthly credit card reconciliation with Senior Associate Finance.
- Assist with community initiatives manage life events recognition and support team engagement activities in collaboration with the Senior Associate Strategy Team.
- Develop and lead recognition initiatives that celebrate employees achievements and important milestones.
- Regularly evaluate recognition initiatives and integrate team members feedback to improve these programs continually.
CANDIDATE QUALIFICATIONS
This role is for a proactive resourceful professional who excels in creating systems that respond to real-time needs and prioritize operational efficiency. If you enjoy building processes that help teams work seamlessly ensuring that events and daily office operations run smoothly and supporting cross-team collaboration this role is for you. You will thrive if you can independently manage priorities communicate clearly and foster a positive supportive work environment.
Youll be a strong fit for this position if you are highly organized an excellent communicator and can balance real-time decision-making with strategic planning. The ideal candidate can execute tasks efficiently while focusing on the bigger picture of supporting organizational growth and operational excellence.
Required qualifications include:
- Proven ability to assess and prioritize multiple team needs in real time making independent logistics office management and event support decisions.
- Demonstrated experience in developing and maintaining systems that ensure seamless daily operations including managing office supplies and vendors to create a productive workspace.
- Strong project management skills with experience organizing and leading events including managing timelines coordinating logistics and overseeing vendor relations for both internal and external events.
- Ability to communicate priorities and decisions clearly and respectfully helping the team feel supported and fostering trust across departments.
- Demonstrated ability to optimize collaboration tools (e.g. project management and communication platforms) training staff on best practices and fostering team engagement through internal recognition and communication efforts.
- Ability to take ownership of tasks without constant oversight use sound judgment to execute efficiently and proactively identify and resolve issues affecting office operations or team support.
COMPENSATION
The salary band for an Associate at The Fund starts at $59000. There is room to grow to $74000 over time based on performance and market adjustments annually. The Fund offers a robust and highly competitive benefits package including healthcare coverage retirement contribution generous paid time off for all team members and paid short-term and family leave. Please note that The Fund team is an in-person organization that works in schools and out of our offices in downtown Chicago. We offer one work-from-home day weekly. The position requires some evening and weekend hours.
TO APPLY
The position is available immediately and we are actively seeking candidates. Applications will be accepted on a rolling basis through July 7th 2025. Applying early increases your chances of being invited for an interview with the interview process set to begin the second week of July 2025.
If you have questions about the job application please email Yaslin Ruiz at . Please note that we are unable to respond to phone inquiries regarding this position.
The Fund employs and values a diverse workforce. We are also an equal-opportunity employer committed to utilizing the skills and leadership of people of color low-income people LGBTQ people differently-abled people and others from diverse backgrounds. People from these and other historically marginalized backgrounds and communities are strongly encouraged to apply.
Required Experience:
IC
Employment Type
Full-Time
