Administrative Assistant

Pay: $17 - $19 per hour; 20 hours per week

Flexible Schedule

Company Description

Thrive Counseling Center is a comprehensive mental health center located in Oak Park, Illinois, easily accessible from Chicago and the near west suburbs. As a 501(c)(3) non-profit organization operating since 1898, Thrive provides professional mental health and community prevention services to individuals and families. The center is staffed by multicultural professionals, including social workers, counselors, prevention specialists, and psychiatric medical staff with advanced training in specialized practice areas. Thrive’s mission is to build healthy minds, families, and communities by empowering people to achieve mental and emotional well-being through compassionate and respectful services. The organization offers flexible payment options, including most major insurance, Medicare, Medicaid, and sliding scale fees for eligible local residents.

Role Description

The Administrative Assistant provides direct support to the President/Executive Director and Board of Directors preparing materials, scheduling appointments, gathering and summarizing data, and coordinating small events and meetings. The position plays a critical role within the Development Department overseeing gift processing and database management. The Administrative Assistant will also support the senior leadership team as needed, and fill receptionist duties upon request.

Responsibilities:

· Implement and monitor projects as directed by senior management and see the projects through to completion

· Perform complex and confidential administrative support functions including written correspondence

· Work with agency leadership to schedule Board of Director and Committee meetings, create/distribute meeting agendas/packets, and attend meetings to take minutes upon request

· Maintain up-to-date records including Board and Committee packets, approved minutes, resolutions, new member documents

· Assist with outcome measurement and prepare reports as required

· Generate memos, emails, spreadsheets, and reports when appropriate

· Assist with agency’s development and marketing activities including donor database maintenance

· Manage gift processing, entering gifts into donor database, creating tax receipts, and soliciting or writing personalized thank you letters

· Support annual fundraising event planning and serve on planning committee

· Receive donor questions and concerns, investigate and follow up as appropriate

· Assist President/Executive Director in scheduling meetings, managing calendar, scheduling reminders and following up on communication with external stakeholders

· Assist Senior Leadership team with purchase requests, ensuring best pricing, putting together purchase orders, and making purchases

· Keep inventory of development materials and supplies and flag when purchases are needed

· Manage agency passwords and user accounts as requested

· Create/revise agency policies, procedures, and forms, as needed

· Review, proof and edit documents

· Fill in for front desk staff when needed, greeting clients and answering phones

Qualifications

• Associate's degree preferred
• Cooperative attitude, team player, strong interpersonal and communication skills, both oral and written.
• Demonstrated ability to function with deadline pressure
• Prior experience in a healthcare, mental health, or non-profit setting is preferred but not required.

Essential Skills:

· Excellent computer skills (PC), with superior knowledge of Microsoft Office, Outlook, Teams, Word, Power Point, and Excel

· Works independently with minimal support to carry out routine duties

· Able to learn new technology and self-teach as needed

Preferred Skills:

· Donor Database Management

Benefits:

• Annual Professional Development Stipend
• Supplemental Insurance Policies available through Aflac
• 401K
• Free parking
• Close to Oak Park’s restaurants, shops, and public transportation
• Employee Assistance Program