Fast Facts

City Year seeks a Director of Administration to support the Executive Director in managing operations and providing administrative support, improving both internal and external communication within the organization.

Responsibilities: Manage daily operations of the Executive Office, including scheduling, correspondence, and meeting preparations, while providing exceptional administrative and project management support to the Executive Director.

Skills: Strong organizational, written and verbal communication, project management, and analytical skills are essential; proficiency in Microsoft Office and experience with Salesforce preferred.

Qualifications: Bachelor’s degree and at least 2 years of office administration experience required; supporting C-Suite leadership and project management experience preferred.

Location: Position is 100% on-site in Chicago, IL with travel required throughout the city for school visits and external meetings.

Compensation: $65000 - $75000 / Annually

Application Instructions

Click Apply to submit your online application. Please attach a resume and thoughtful cover letter on the "My Experience" page in the "Resume/CV" field.

Active City Year Staff members must login to Workday to apply internally.

Number of Positions: 1Compensation: $65,000.00 - $75,000.00 Annually Commensurate with Experience and LocationWork Location: 100% On-Site

Position Overview

About Us

City Year is dedicated to helping students and schools succeed. City Year AmeriCorps members serve full-time in high-need urban schools, where they partner with teachers and school leaders to provide high-impact student, classroom, and school-wide support to help students stay in school and on track to graduate from high school, ready for college and career success. City Year has a Long-Term Impact (LTI) strategy, an exciting plan to scale its impact to dramatically increase the urban graduation pipeline and transform the future for thousands of students nationwide.

City Year (CY) is among the nation’s fastest-growing nonprofit social enterprises. The organization’s 800 staff and 3,000 AmeriCorps members work and serve in 28 communities across the country, including Boston – where City Year was founded in 1988 and is headquartered – and Baton Rouge, Chicago, Cleveland, Columbia, Columbus, Dallas, Denver, Detroit, Jacksonville, Kansas City, Little Rock, Los Angeles, Memphis, Miami, Milwaukee, New Hampshire, New Orleans, New York, Orlando, Philadelphia, Providence, Sacramento, San Antonio, San José/Silicon Valley, Seattle/King County, Tulsa, and Washington, D.C. City Year also has international affiliates in South Africa and the United Kingdom.

A proud member of the AmeriCorps national service network, City Year (CY) is a public-private partnership, made possible by resources from schools and school districts; local, state, and federal governments; and philanthropic support from corporations, foundations, and individuals. City Year has been recognized by Charity Navigator as a four-star charity – its highest rating – for twelve consecutive years, placing City Year in the top 1% of non-profits nationwide for fiscal responsibility, financial health, organizational efficiency and organizational capacity. For more information on City Year Chicago please visit: http://www.cityyear.org/chicago

Position Overview

The Director of Administration (DA) is responsible for supporting the Executive Director (ED) in the role of leading the staff and AmeriCorps members of City Year Chicago (CYChi). The Director of Administration will provide the Executive Director with exceptional project management and administrative support. They must collaborate with staff members across all departments at the site and Headquarters, including within the Executive Leadership Team. The DA will be responsible for managing the daily operations of the Executive Office as well as support material production for necessary internal and external meetings.

This position requires a well-organized and flexible individual who possesses the ability to work collaboratively with internal and external teams and autonomously on self-directed projects. The DA 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 and information. This position reports directly to the Executive Director.

Job Description

Responsibilities

Executive Director Support 

• Provide excellent administrative support to the Executive Director (ED). This includes, but is not limited to, effectively 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. 
• Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating 
• Serves 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. 
• Prepare weekly look-ahead for Executive Director including an annotated agenda, outstanding action items, meeting and engagement preparation materials, and other needs to ensure ED is well prepared for meetings, presentations, and events.
• Anticipate the logistical and informational needs of the ED to ensure they are well prepared for meetings, presentations and events. 
• Support the ED’s participating 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. 
• Plan and prepare for internal and external meeting needs hosted by the ED; reserve meeting rooms, arrange for appropriate information technology services (ITS), 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 
• Provide communication support for the Executive Director including draft writing of e-mails.
• Compose effective correspondence independently and edit a wide variety of materials such as electronic correspondence, reports, contracts, forms, applications, memoranda and other documents
• Exercise considerable judgment and apply experience in making decisions; provide information in accordance with established procedures and policies; refer problems requiring technical answers to appropriate administrators
• Complete and submit purchase orders, purchase card requests, mileage and expense reimbursements on behalf of the Executive Director and other duties as assigned by the ED. 

Site Board Support

• In conjunction with the Chief of Staff, 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.
• Coordinate with members of the CYChi Board of Directors and internal staff on all board committee functions including call scheduling and material distribution.
• Support board member engagement activities at appropriate events and other engagement opportunities.
• Support Executive Office and Development Department in responding to ad-hoc board member requests.
• Upload appropriate materials to board member database management system.
• Prepare internal board member research materials.

Other Administrative Support

• Assist with special projects by conducting research, collecting and analyzing data, drafting reports and preparing presentations for internal and external stakeholders.
• Manage special projects from the Executive Office and Senior Leadership Team, and coordinate projects assigned to other staff.
• Coordinate internal meetings and retreat planning and execution including but not limited to securing meeting space, managing vendor relations and payment, and preparing meeting materials.

Qualifications 

• Bachelor’s degree from an accredited college or university required
• At least 2 years of office administration experience
• Prior experience in supporting C-Suite leadership preferred but not required.
• Travel is required for the role. Be able to travel throughout the city to school visits and external meetings multiple times a week
• Prior project management experience in a development or communications role preferred but not required.
• Change management experience and experience building sustainable systems is preferred  

Knowledge, Skills & Abilities:  

• Dedicated, entrepreneurial self-starter with excellent project management skills and a drive to succeed  
• Ability to make sound decisions and discern when a matter should be escalated to the next level.  
• Comfortable with ambiguity and establishing a direction on one's own, with frequent support but without requiring constant supervision  
• Demonstrated ability to work effectively as both a team member and independent leader.
• Excellent verbal and written communication skills 
• Excellent interpersonal and customer service skills. 
• Excellent organizational skills and attention to detail. 
• Excellent time management skills with a proven ability to meet deadlines. 
• Strong analytical and problem-solving skills. 
• Strong supervisory and leadership skills. 
• Ability to prioritize tasks and to delegate them when appropriate. 
• Excellent Microsoft Office (including Word, Excel, and Power‐Point) skills and proficiency strongly preferred.
• Experience using Salesforce (or similar database application) preferred.

Required Documents 

 A cover letter and resume must be submitted to be considered for this position. Preferred resume formats will depict not only a candidate’s responsibilities and job functions in previous work, but will include specific, quantitative results where applicable. 

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.  

Benefits

Full-time employees will be eligible for all benefits including vacation, sick days and organization holidays. You may participate in all benefit programs that City Year establishes and makes available to eligible employees, under (and subject to all provisions of) the plan documents that govern those programs. Currently, City Year offers medical, dental, vision, life, accidental death and dismemberment and disability coverage, Flexible Spending Accounts (FSA), and other benefits including 401(k) plan(s) pursuant to the terms and conditions of company policy and the 401(k) plan document. For more information, click here.

Employment at City Year is at-will. 

City Year does not sponsor work authorization visas.