Job Opening Administrative and Program Assistant
JOB DESCRIPTION
ADMINISTRATIVE AND PROGRAM ASSISTANT
ABOUT NATURALLY CHICAGO
Naturally Chicago is a membership organization and the hub of Chicago’s fast-growing Good Food and Natural Products ecosystem. We help brands grow through live events, webinars, collaborative programming and networking. Naturally Network serves as a national coordinator for its 11 chapters, including Naturally Chicago.
RESPONSIBILITIES
This position supports the CEO in growing a comprehensive network and community to support natural product entrepreneurs. The work is fast-paced, exciting and varied. The Administrative and Program Assistant has individual or collaborative responsibilities for:
member/volunteer engagement
event planning and management
sponsorship fulfillment
managing our customer relationship management (CRM) system
implementing digital communications
preparing documents and presentations
The Administrative and Program Assistant is one of two full-time staff for Naturally Chicago. Other team members include part-time consultants with extensive experience in the natural products sector.
Naturally Chicago has highly engaged teams of volunteer Board and Associate Board members. The Administrative and Program Assistant will organize volunteer assistance to support program events and activities.
Administrative and Office Support
Maintain our GlueUp CRM contact and billing records. Manage, track and distribute membership and sponsorship invitations, responses, account set-up, payments and renewals into the CRM system.
Schedule email renewal sequences in GlueUp. Keep membership data, lead nurturing data, and list segmentation up to date and functional.
Be a primary administrative liaison to Naturally Chicago sponsors and members. Respond to requests promptly with courtesy and accuracy.
Assemble, layout and distribute Naturally Chicago Board and Executive Committee communications, including Board books, PowerPoints, minutes, meeting invites and more.
Schedule invitations to Board, committee and program-related meetings. Distribute materials, track responses and distribute communications to groups.
Keep a centralized and organized “hub” for document sharing and manage access for team members.
Gather AI-generated meeting notes and action items from Zoom as scheduled and provide them in a draft follow-up email to the meeting lead to review and distribute.
Support the CEO and other staff members and manage administrative details professionally.
Program and Event Coordination
Be the “Face of Naturally Chicago” at in-person events. Manage check-in process and nametags as well as on-site registration and membership applications for all events. Coordinate volunteers.
Work with the CEO and Board Program Committee to create and coordinate digital and in-person events. Manage details for venues, vendor agreements and contracts, speakers, promotional partners, sponsors, logistics, exhibitors and guest needs.
Digital Communications Implementation
Work with our digital agency to set up and monitor our email marketing campaigns in their preferred email marketing program. This will include brand-building communications, member cultivation streams and member communications, according to the communications plan. You will do this work under the supervision of our communications team.
Expand Naturally Chicago’s presence and effectiveness on social media (primarily LinkedIn) by interacting with posts on our behalf and responding to comments promptly.
Make requested updates to Naturally Chicago website on the SquareSpace publishing platform. Assure changes and updates are made with quality and following brand guidelines.
Other Activities
Work with CEO and staff to develop an internship program; recruit and help to manage one to two interns per quarter.
Vendor coordination, including Accounts Receivables follow-up.
QUALIFICATIONS
The candidate should be a highly organized systems thinker interested in advancing community-building, event-planning and CRM skills. The candidate must have excellent verbal and written communication skills, ability to learn and adapt to changes in digital communications tools, and enjoy working with others.
This is an excellent opportunity for a highly organized, detail-oriented, self-starter who is passionate about Naturally Chicago’s mission to build a better food system with better-for-you and better-for-the-planet brands.
The candidate should be comfortable multi-tasking in a fast-paced virtual environment and be proficient in all social media platforms, Microsoft Office Suite (PowerPoint, Word, Excel, Outlook), CRM systems, Canva or other graphics design software, and Slack. Photography and videography capability and facility with photo and video editing not required but desirable.
Bachelor’s level college degree or relevant work experience.
At least 3 years of experience in office management, administrative support, marketing and communications execution.
Proficiency in Microsoft Office/Google Drive programs for Word, Excel and Slides/presentations.
Website content management and SEO management experience in SquareSpace, Wix, WordPress or similar back-end program.
Proficiency in Canva and ability to follow brand guidelines to create digital assets.
Experience working with and managing a CRM such as GlueUp.
Proficiency in email marketing and social media content management platforms such as Klaviyo and Hootsuite.
Excellent verbal and written communication skills.
Ability to tailor messaging and content to fit audience specifications.
SALARY
$48,000 to $60,000 per year, plus benefits including 401(k) with 5% match. Blue Cross health insurance, dental, and disability insurance.
APPLICATION PROCESS
Applicants should send a cover letter, resume and professional references to: info@naturallychicago.org. Telephone inquiries are strongly discouraged. Naturally Chicago is an equal opportunity employer.