Administrative & Planning Coordinator

Chicago, IL
Full Time

or

JOB SUMMARY

The Administrative Coordinator is a key member of Navy Pier’s team who will provide overall support to the Administration department (planning, community engagement) and having key responsibility for office administration. Under the supervision of the Director of Planning, the position will support the administrative needs of the department and is responsible for daily schedule coordination, internal meetings, and community engagement programs and event planning. The candidate must have prior experience with administrative support, events, be a strong communicator, and able to interact with a variety of people. This person will uphold the mission and organizational priorities of Navy Pier.

KEY RESPONSIBILITIES

Administrative Office Support

  • Communicate with external and internal partners, vendors, and staff (email, phone, and in-person) to support the department
  • Scheduling of internal and external meetings
  • Assist in the preparation of Navy Pier internal/staff meetings (agendas, attendance, presentations, catering)
  • Serve as administrator on cross-department teams and task forces, as appointed
  • Process and manage department invoicing and contracts
  • Manage general office supply inventory, supply orders, outgoing mail, and postage
  • Oversee bookings and usage of administrative office conference rooms/meeting spaces
  • Coordinate parking passes and validation for guests, and VIP/comp tickets to Navy Pier owned/hosted events

Community Engagement Programs & Events

  • Support the planning and execution of community engagement events in coordination with Community Engagement Manager and Director of Planning to expand Navy Pier’s impact in the community and advance its mission
  • Assist with the annual Community Rides program, including organization of applications, recipient communications and ticket distribution
  • Create presentations and support reporting of community engagement evaluation metrics, including participant surveys, data collection and other indicators
  • Support community engagement events (such as tours, career panels, lunch & learns, etc.) in complement to Navy Pier’s free public programs
  • Represent the Pier, its mission and values in the community at events and programs

EDUCATION

  • Requires a Bachelor’s degree in Nonprofit Management, Business, Communications or related field or an equivalent combination of education and experience is required

EXPEREINCE

  • Two to Three years in related field, project management, special events, or administration - preferably in a non-profit environment.
  • Proven success managing various types of inter/intradepartmental projects, both in-person and online.
  • Experience with programming, community engagement preferred.
  • Proficient in Microsoft Office suite of products (Excel, Word, and PowerPoint) in Windows environment required.

QUALIFICATIONS

  • Must be able to prioritize and plan multiple projects at once
  • Team player with a willingness to build positive relationships through strong interpersonal skills, excellent oral and written communication, and professionalism
  • Candidate should be organized, high-energy, detail oriented, adaptable, an excellent problem solver, dependable and quality conscious
  • Innovation/creativity, achievement-oriented with assignments, idea generation, and financial accountability are all essential for success in this job

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