Logistics & Administrative Assistant (Part-Time)

Company Description

Erika’s Lighthouse is a non-profit organization that believes every student should have the knowledge and tools they need to care for their mental health. We’re proud to provide our high-quality, comprehensive depression education and suicide prevention curriculum to school districts across the country, at zero cost. Addressing our youth mental health crisis requires collective action. Following our Four Pillar Philosophy, the Erika’s Lighthouse curriculum includes classroom education, empowerment clubs, family engagement, and policy and staff training. Best of all, every program is available to busy educators on our website in just a few clicks.  

The part-time Logistics & Administrative Assistant supports the entire team at roughly 20 hours/wk within a hybrid work schedule. This candidate should have a passion for the mission, enjoy event coordination, and possess organizational agility.

Core Competencies

• Attention to Communication: The ability to ensure that information is passed on to others who should be kept informed.
• Analytical Thinking: The ability to tackle a problem by using a logical, systematic, sequential approach.
• Initiative: Identifying what needs to be done and doing it before being asked or before the situation requires it.
• Thoroughness: Ensuring that one’s own and others’ work and information are complete and accurate; carefully preparing for meetings and presentations; following up with others to ensure that agreements and commitments have been fulfilled.
• Flexibility: Openness to different and new ways of doing things; willingness to modify one’s preferred way of doing things.

Logistics & Event Management (40%)

This segment focuses on the logistical backbone of our fundraising and development efforts.

• Event Coordinator: Serve as the primary coordinator and logistics lead for our annual fundraiser, the Beacon Open. This includes event planning, managing vendor contracts, engaging speakers, venue logistics, registration and sponsorship tracking, and on-site execution.
• Development Event Support: Manage the logistics for donor dinners, regional meetings, and cultivation events. Handle venue sourcing, catering, and RSVP management.
• Volunteer & Community Engagement: Facilitate logistical needs for volunteer projects and corporate volunteerism initiatives as they relate to development and community awareness opportunities.
• General Support : Support the development team with other administrative functions.

Administrative Assistant (40%)

This segment focuses on Executive Director (ED) support.

• Executive Support: Coordinate plans and meeting arrangements for the Executive Director for donor cultivation trips and conferences.
• Staff Collaboration: Work with the Development Team and Education Team to communicate the ED’s travel schedule and meetings.
• Meeting Preparation: Support the ED’s meeting schedule with agendas, manage recaps and support next step task creation.

Office Assistant (20%)

This segment focuses on general office administration.

• Office Administration: Work closely with the Director of Operations and support general office administration, including supply replenishment, maintenance scheduling, and vendor coordination (repairs/cleaning).
• General Support: Support the staff with other essential functions.

Experience/Qualifications

• Education: Bachelor’s degree preferred. 
• 1+ years of experience in administrative, event management, or logistics-geared roles preferred.
• A proven ability to manage multiple moving parts simultaneously and identify what needs to be done before being asked.
• Ability to work strategically within a team structure as well as independently.
• Comfort and willingness to learn technologies, such as HubSpot, Google Workspace and online giving platforms.
• Ability to establish and maintain effective working relationships with staff, vendors, donors, and other related stakeholders.
• Dependability, good time management and organizational skills, and attention to detail.
• Strong communication skills, both oral and written, with an infectious enthusiasm for the mission.

This position reports to the Director of Development. The schedule is approximately 20 hours per week, with at least 1 day a week in the office based in Winnetka, IL. The remainder is flexible but your schedule must be consistent and fall within the core hours of operation (10am-2pm). Pay starting at $20/hour.