Administrative Associate

The Administrative Associate (AA) serves as a vital partner to the Chief Executive Officer (CEO), providing both technical expertise and strong relationship-building skills to advance the organization's mission. In this role, the AA helps ensure the CEO can operate efficiently and stay focused on leading the organization’s impact. Success requires a well-rounded combination of organizational skills, nonprofit business knowledge, technical proficiency, and a deep commitment to supporting the organization's mission and leadership.

Core Soft Skills

1. Communication: Clear, concise, and professional communication—both written and verbal—is essential. The AA often serves as the liaison between executives and stakeholders, making strong interpersonal skills critical.
2. Emotional Intelligence: The ability to read people, manage emotions, and navigate sensitive situations fosters trust and strengthens workplace relationships.
3. Problem-Solving & Critical Thinking: AAs frequently handle unexpected challenges, requiring quick thinking and resourcefulness to resolve issues independently.
4. Adaptability: The capacity to pivot quickly, reprioritize tasks, and remain composed under pressure is invaluable in Giant Steps’ dynamic environment.
5. Discretion & Trustworthiness: Integrity in handling confidential information is non-negotiable.
6. Personal qualities include integrity, credibility, accountability, and commitment to the mission of Giant Steps

Organizational & Technical Skills

1. Time Management & Prioritization: Effectively managing complex calendars, meeting deadlines, and juggling different priorities to ensure smooth operations.
2. Organizational Excellence: Meticulous attention to detail in managing documents, schedules, and logistics to ensure workplace efficiency.
3. Technological Proficiency: Proficiency in tools like Microsoft Office, Google Workspace, Canva, Donor Search, and project management platforms (e.g., Trello).
4. Project Management: Overseeing projects from inception to completion, including coordinating resources and timelines.
5. Social Media Coordination: Expertise in writing (using storyboard process), scheduling, and tracking the impact and statistics of social media posts,

Strategic & Leadership Qualities

1. Anticipation & Proactivity: Foreseeing and addressing needs before they arise.
2. Strategic Thinking: The ability to understand the broader business context allows AAs to align their support with organizational goals.
3. Networking & Relationship Management: Building and maintaining professional relationships can open doors and facilitate smoother relationships.
4. Professionalism & Representation: AAs may occasionally act as the face of Giant Steps, requiring a polished demeanor and the ability to represent the company in a positive light.
5. Interpersonal Skills: The ability to engage new individual, corporate, and foundation donors in the mission of Giant Steps; the ability to strategically move relationships along a continuum of commitment
6. Action Oriented: Enjoys working hard and looks for challenges; able to act and react as necessary, even when limited information is available; not afraid to take charge of a situation; can overcome resistance and take unpopular stances when necessary.
7. Flexible; can work in an ambiguous, fast-moving environment, while also driving toward clarity and solutions; demonstrates resourcefulness
8. Commitment: Willing to attend meetings and events, including nights and weekends

Key Responsibilities

• Calendar & Schedule Management: Helps coordinate and manage calendars, including scheduling meetings, appointments, and occasionally, travel arrangements.
• Communication Liaison: Serve as the primary point of contact between the CEO and internal/external stakeholders, ensuring timely and effective communication.
• Meeting Coordination: Organize and prepare for meetings, including drafting agendas, taking minutes, and following up on action items.
• Document Preparation: Draft, review, and manage correspondence, reports, presentations, and other documents as needed.
• Social Media: Plans, writes, and schedules social media outreach.
• Classroom Support: If needed, the AA will provide coverage in the classroom.
• Confidentiality: Handle sensitive information with care and maintain confidentiality at all times.
• Project Support: Support the CEO in planning and executing special projects and initiatives.
• Attendance: Observe attendance blackout time (the two weeks before and after a major event).

Qualifications

• Education: A bachelor's degree in business administration, communications, or a related field is preferred.
• Experience: Minimum of four years of experience in an AA or similar administrative role.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Canva) and familiarity with project management tools, such as Trello.
• Communication Skills: Excellent verbal and written communication abilities.
• Organizational Skills: Strong organizational and time-management skills with the ability to prioritize tasks effectively.
• Interpersonal Skills: Demonstrated ability to build relationships and work collaboratively across all levels of the organization.
• Adaptability: Ability to adapt to changing priorities and manage different tasks efficiently.

 (The responsibilities listed above are representative and not all-inclusive.
Supervisor/s /s may assign other duties.)
Conditions of Employment

• Pre-employment physical, drug screening, and criminal background check
• Possesses appropriate professional credentials

Classification

• AA is exempt under the Fair Labor Standards Act (FLSA).

Salary

• Salary is commensurate with the level of education and experience.

Calendar

• The AA follows the Central Administration Calendar.

Working Conditions and Physical Effort

• Work is typically performed indoors within the school facility
• Moderate physical movement is required for the job
• Minimal exposure to physical risk is anticipated

Annual Performance Review

• The AA will schedule his/her formal annual review meeting with the CEO by April 1^st of each year.
• The AA will complete a draft personal evaluation by March 15th of each year to be used during the formal review.
• The CEO will conduct the EA performance review by April 15th of each year.

Compensation Package
Giant Steps Illinois, Inc. offers a competitive benefits package, including medical, dental, and vision coverage, to all full-time employees working at least 30 hours per week.
Disclaimer
This disclaimer acknowledges that it is highly probable that you are at risk of personal injury as an employee of Giant Steps Illinois, Inc. Injuries may include, but are not limited to, hitting, biting, kicking, scratching, and having hair pulled by students. The extent of some injuries may result in a break in the skin. All injuries must be documented according to the policies and procedures outlined in the Employee Handbook. Often, students are placed in this setting because of physical aggression or acting out behaviors that may prohibit them from participating in a typical school environment. Our setting of a private therapeutic day school allows for this atypical behavior. All employees are required to show proof of a Hepatitis B vaccination upon hire.
 
* Giant Steps Illinois, Inc. can review and change the job description when necessary.