Executive Assistant – Nonprofit HR & Compliance

Executive Assistant & HR Coordinator

Project Impact 180

Remote

Job Type: Contract (Grant-Funded)

Pay: $1,000 – $1,500/month (based on scope and experience)

About Project Impact 180

Project Impact 180 is a growing youth development organization serving Chicago’s West Side. We provide mentorship, academic support, and leadership development to youth ages 7–17.

We are strengthening our internal systems and seeking a highly organized Executive Assistant with HR experience to support leadership and ensure compliance across all operations.

⚠️ IMPORTANT – PLEASE READ BEFORE APPLYING

This is NOT a basic administrative role.

This position requires:

Experience with HR processes and personnel files

Strong attention to documentation and compliance

Ability to work in a structured, accountability-driven environment

If you do not have HR or compliance-related experience, this role may not be the best fit.

Team Structure

Project Impact 180 operates with a lean and growing team of approximately 2–3 staff members and 6 independent contractors supporting program delivery and operations.

This role plays a key part in building and maintaining strong internal systems, ensuring all personnel documentation is accurate, organized, and audit-ready.

Key Responsibilities

• Executive Support
• Assist with internal operations and organizational systems
• HR & Personnel Management
• Maintain complete and audit-ready personnel files
• Ensure all HR documentation is accurate and compliant
• Track onboarding, background checks, and required paperwork
• Conduct periodic file reviews and corrections
• Recruitment & Onboarding
• Support hiring and job postings
• Manage onboarding process (Gusto or similar systems)

Ensure completion of:

• Offer letters and agreements
• W-4, I-9 (employees) and W-9 (contractors)
• Background checks and credential verification
• Payroll & Contractor Support
• Assist with payroll coordination (Gusto preferred)
• Review contractor invoices for accuracy and compliance
• Ensure proper classification of staff vs. contractors
• Align HR documentation with payroll and financial records
• Compliance & Systems
• Support HR policies, handbook updates, and procedures
• Track required trainings (Mandated Reporter, Harassment Prevention)
• Ensure documentation meets grant and audit standards

✅ Qualifications (Required)

• 3-5 years of Executive Assistant, HR, or Operations experience
• HR experience REQUIRED (onboarding, personnel files, compliance)
• Strong organizational and documentation skills
• Experience with payroll or HR systems (Gusto, ADP, etc.)
• High attention to detail

⭐ Preferred

• Nonprofit or grant-funded experience
• Knowledge of compliance standards or audit preparation
• Experience working in a fast-paced, growing organization

💡 What We’re Looking For

• Detail-oriented and highly organized
• Strong follow-through (nothing slips through the cracks)
• Comfortable managing documentation and systems
• Professional, proactive, and mission-driven

📌 Work Expectations

• Maintain confidentiality of sensitive information
• Meet deadlines and communicate consistently
• Participate in regular check-ins with leadership
• Ensure all work is accurate and complete

📩 How to Apply

Please submit:

Resume

Short response (REQUIRED):

👉 Describe your experience with HR onboarding and maintaining employee or compliance records.

Applications without this response may not be considered.

🤝 Equal Opportunity Employer

Project Impact 180 is committed to creating an inclusive and equitable environment for all.