Administrative Coordinator

Hope For The Day Chicago, IL, USA

Job Overview: The Administrative Coordinator is responsible for working cross functionally within the Hope for the Day organization, to facilitate and support a variety of Hope For The Day’s needs. They will work to coordinate event volunteers, manage a number of external facing inboxes, coordinate shipping for ecommerce orders and work with the senior leadership team to collaboratively solve a broad range of problems. The work will encompass some of the tasks here as well as things yet to be defined, and will be open to growth in a number of areas.

Essential Job Functions:

Administrative 

• Attend to our ecommerce orders and ship them to our customers per our process
• Organize and keep in good order the Hope for the Day corporate office (this can be done personally, with volunteers and/or a cleaning staff)
• Document and manage our software licenses, including Airtable, Slack, Squarespace, Classy, etc. 
• Read through and triage our public-facing email inboxes, like events@, info@ and volunteers@, as well as our physical mailboxes 
• Manage our volunteer database, sending touchpoints to volunteers at least quarterly and providing them opportunities to participate in our events as it makes sense 
• General administrative tasks at the HFTD corporate office as needed 
• Management of HFTD merchandise and event inventory

Physical demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. The employee must occasionally lift or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Work environment: This job operates in a professional office environment and in the field. This role routinely uses standard office equipment such as laptop computers, projectors, and smartphones. Employee must be proficient in the operation of these devices.

Education and Experience: 

• Excellent written and verbal communication skills
• Strong attention to detail 
• Proven experience in photography and video editing
• Demonstrated ability to work independently, and on multiple projects simultaneously
• Passion for mental health education and suicide prevention
• Availability to attend 5 meetings monthly, and any other additional meetings as needed on an event to event basis
• Ability to travel to and from the HFTD office, and ability to transport event materials frequently
• Must be located in the Greater Chicago Area

Position Type/Expected Hours of Work: Full Time, Non-Exempt

Travel: To and from events as needed

Other duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

Reports to: Marketing Director

Work authorization: In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

EEO: Hope For the Day is an Equal Opportunity Employer and does not discriminate in recruitment, hiring, training, promotion or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.

Classification: Non-exempt