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Administrative Assistant

You Matter 2
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Position Summary

The Administrative Assistant plays a key role in ensuring the smooth and efficient operation of You Matter 2’s office and programs. This position supports the organization’s staff, board, and youth programs by managing daily administrative tasks, maintaining organized systems, and providing exceptional communication, bookkeeping, and logistical support. The ideal candidate will be detail-oriented, highly organized, and able to balance multiple priorities in a fast-paced environment.

Program & Employment Requirements

This position is made possible through You Matter 2’s partnership with Metropolitan Family Services’ Illinois Youth Investment Program (IYIP).
Applicants must meet the following criteria:

  • Be 18–24 years old.
  • Reside in the South Suburbs of Chicago.
  • Commit to completing the full employment program.
  • Employment is capped at 180 hours (approximately 12 weeks).
  • Must not have completed any other Illinois Work Net or IYIP site.
  • Potential of continued employment with You Matter 2 after the program (not guaranteed).

 

Key Responsibilities

Event & Meeting Coordination

  • Reserve space and coordinate meals for staff, board, and youth program events.
  • Assist in event preparation and follow-up to ensure seamless execution.

Communications & Correspondence

  • Manage incoming phone calls, emails, and mail correspondence in a timely and professional manner.
  • Prepare, process, deliver, and pick up mail as needed.

Volunteer Management

  • Oversee volunteer registration, scheduling, and onboarding/training processes.
  • Maintain volunteer contact information and availability records.

Office & Supply Management

  • Oversee program supply requests, ensuring timely fulfillment.
  • Order and maintain inventory of office supplies, ensuring proper organization and storage.
  • Maintain the cleanliness, organization, and functionality of the physical office space.

Database & Records Management

  • Update contact information, program attendance, and other records in the database.
  • Conduct periodic audits to ensure database accuracy.
  • Take the lead on program payment processing, including data entry into Salesforce for checks and online payments.
  • Prepare and send acknowledgement letters to donors and participants.

Bookkeeping

  • Perform monthly bookkeeping tasks, including recording transactions, reconciling accounts, and generating financial reports in collaboration with the finance committee

General Administrative Support

  • Provide clerical and administrative support to staff and programs.
  • Assist with special projects and other duties as assigned.


Key Qualities & Skills

  • Organizational Excellence: Ability to manage multiple priorities with accuracy and attention to detail.
  • Proactive Problem-Solving: Anticipates needs and resolves challenges efficiently.
  • Tech-Savvy: Proficient in Google Workspace (Docs, Sheets, Drive, Calendar) and adaptable to learning new systems.
  • Database Management Skills: Comfortable with Salesforce or similar CRM systems.
  • Financial Accuracy: Experience with bookkeeping software, with strong numerical accuracy.
  • Strong Communication: Clear and professional verbal and written communication skills.
  • Interpersonal Skills: Works well with staff, board members, volunteers, and the public.
  • Dependability: Reliable and committed to meeting deadlines.
  • Mission-Driven: Passion for supporting youth and advancing the mission of You Matter 2.

 

Qualifications

  • Must be between the ages of 18–24
  • Must reside in the South Suburbs of Chicago
  • Eligible for the Metropolitan Family Services – Illinois Youth Investment Program (IYIP)
  • High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
  • 2+ years of administrative or office support experience, preferably in a nonprofit setting.
  • Experience in volunteer coordination and bookkeeping preferred.
  • Ability to work independently and as part of a collaborative team.

 

Work Environment & Physical Requirements

  • This role requires regular use of office equipment including computers, phones, and printers.
  • Some local travel may be required for mail delivery/pickup and event support.
  • Ability to lift up to 20 lbs occasionally for supply deliveries and event setup.