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ADMINISTRATIVE ASSISTANT (Part-Time)
POSITION SUMMARY
The Administrative Assistant (AA) supports ECF's daily operations, including bookkeeping, office management, marketing and administrative support. This part-time position works closely with the Executive Director to maintain financial, donor, and fund records using Community Suite software. The AA will assist with marketing preparation, scheduling and coordination. Work is performed in a hybrid environment: remote hours and in-person hours as scheduled, typically 3 hours per day.
KEY RESPONSIBILITIES
Bookkeeping
Process incoming donations, grants, scholarships, and vendor payments
Record and process acknowledgements for tax-deductible gifts and memorial donations
Prepare bank deposits, monthly reports, and audit materials
Manage documentation and check issuance for disbursements
Office & Database Management
Maintain digital and paper filing systems
Maintain donor, fund, and vendor records in Community Suite
Support database updates
Assist in the preparation of newsletters and organizational communications
Create and schedule social media posts
Board & Staff Support
Provide administrative and scheduling support
Assist with mailings, events, and fundraising efforts
Support grant and scholarship communications and logistics
QUALIFICATIONS
Associate degree or higher preferred e 2+ years of experience in nonprofit administration or related field
Proficiency in Microsoft Office, Google Suite, Canva, and basic bookkeeping
Strong communication, discretion, and organizational skills
Ability to learn and use Community Suite fund accounting software
ADDITIONAL INFORMATION
Reports to the Executive Director
Compensation: Hourly wage, reviewed annually
Time Off: Eligible under Illinois Paid Leave for All Workers Act
Work Schedule: Part-time, 3 hours per day, mostly remote. Occasional evening and weekend hours, as scheduled in advance.
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