Employment Status: Part-Time

Job Title: Admin Assistant
Shift #2: (Monday-Friday) Evening Shift- 4 hours a day, 20 hours a week, changing and flexible hours based on the current season within the organization.

***Evening shift typically runs 2-6 pm, 3-7 pm, 12-4pm. These times are examples of how hours
may shift seasonally. This shift will start no earlier than 12 pm.

Occasional Special Event Hours: Two Weeks or more notice of schedule change prior to event.
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Reports to: Office Manager
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About: CircEsteem unites youth across all backgrounds and identities by fostering self-esteem and mutual respect through the practice and performance of the circus arts. Specifically, CircEsteem promotes the development of self-esteem, personal success and empowerment by (i) promoting the practice of circus arts; (ii) uniting youth from diverse backgrounds; (iii) providing skills training; and (iv) providing children from low-income and economically challenged backgrounds with the financial safety net they will need as they seek higher education.
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Equity Statement: CircEsteem values a diverse workplace and strongly encourages women, BIPOC, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. CircEsteem is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability,
ancestry, marital status, veteran status, medical condition or any protected category prohibited by local, state or federal laws.

Position Summary:
The Administrative Assistant ensures smooth front of house (front desk)
operations by managing reception, communications, and administrative tasks, while supporting
bookkeeping, facility events, and youth program logistics. This role also assists with purchasing,
inventory, and special projects, and may occasionally provide teaching support. With a focus on
creating a welcoming environment for youth and families, the position is essential for
organizational efficiency and mission success.

Key Responsibilities:

Guest and Visitor Management
● Greet all visitors warmly and direct them to the appropriate staff or office, ensuring a
positive and welcoming first impression
● Maintain a clean, organized, and well-stocked reception area with necessary materials
such as pens, forms, and brochures
● Monitor building access and manage visitor logs to enhance office security
● Issue visitor badges and ensure all visitors are properly signed in and out
● Monitor and record staff sign-in and sign-out as required, maintaining accurate
attendance logs
● Assist visitors with special needs or special requests as required
● Coordinate with staff to notify them of visitor arrivals in a timely manner
● Keep updated on office procedures and building policies to accurately inform and guide
visitors
● Manage waiting area comfort and ensure a professional environment at all times
● Maintain a welcoming, organized, and professional front desk environment

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Communication and Information Management:
Answer, screen, and forward incoming phone calls in a courteous and professional
manner
● Provide accurate information to visitors and callers both in-person and via phone/email
● Receive, sort, and distribute daily mail and packages to appropriate staff or departments● Manage incoming and outgoing correspondence, including emails and faxes
● Maintain up-to-date contact lists for staff and key partners
● Assist with the preparation and distribution of internal communications and
announcements
● Ensure timely follow-up on messages and requests directed to the office manager
● Coordinate with other departments to relay information and resolve inquiries efficiently● Maintain confidentiality and security of sensitive information at all times

Administrative and Clerical Support:
Serve as the primary point of contact at the front desk, supporting the office manager
and ensuring smooth daily operations
● Update onsite and offsite calendars and schedule as needed for staff usage and
reference
● Coordinate conference room space rental bookings in partnership with the Operations
Director
● Order office supplies to ensure essential items are always available
● Perform general office duties including filing, photocopying, transcribing, and faxing

Financial and Bookkeeping Support:
● Process and record basic financial transactions such as invoices, receipts, and vendor
payments
● Assist with reconciling credit card statements and bank deposits
● Prepare and submit expense reports and employee reimbursement requests
● Maintain accurate records of payments and expenses in spreadsheets or accounting
software
● Assist with compiling documentation for audits or financial reviews as needed
● Handle billing inquiries and follow up on outstanding payments
● Support and complete general bookkeeping tasks to be defined and assigned by the
office manager
● Maintain confidentiality and security of financial information

Programming Front of House Support for Youth Participants:
● Provide welcoming, supportive interactions with youth participants at the front desk
and during program transitions.
● Ensure smooth and safe check-in and check-out procedures for youth participants.
● Maintain a safe and friendly environment in the lobby for youth and their families
during program hours, at arrival and pick up times.
● Act as a liaison between families, youth, and program staff, providing information and
assistance as needed.

Additional Daily Tasks:

Ordering and Purchasing
Research and purchase new items or equipment as needed via purchase orders, with
approval from department leaders and via special purchase orders
● Manage purchase orders and the SPR process, keeping team members informed of
order status and delivery.

Miscellaneous Projects and Administrative Assignments:
● Assist with various projects and administrative tasks as assigned, often requiring
prioritization and coordination with multiple departments.
● Demonstrate flexibility and initiative to support smooth operations and enhance
organizational productivity and service quality.

Occasional Teaching Artist Duties:
● Gig Work: Take on CircEsteem gig assignments when requested, the working hours will
work in alignment with current schedule or the schedule will be shifted to
accommodate the assignment as needed.

Qualifications::
● Proven experience as a Receptionist Admin assistant, Office Greeter, or Administrative
Assistant. Youth development advocate, teacher working with middle school youth
● Proficiency in MS Office (Excel, Outlook), Google Docs, and Google Calendar. Familiarity
with office equipment (fax machines, scanners, printers) and scheduling tools.
● Bookkeeping Coordination and or Management
● Excellent written and verbal communication skills.
● Strong organizational skills, attention to detail, and the ability to multitask in a fast paced environment.
● High school diploma is required; additional certification in Administration is a plus.
● Professional demeanor, resourcefulness, proactive problem-solving, and a customer
service-oriented attitude.

Compensation and Benefits::
Hours: 20 hours per week, year-round.
● Hourly Rate: $20/hr
● Paid Time Off (PTO): Accrues at 1 hour for every 35 hours worked, up to 40 hours per
year. PTO can be used for any reason
● Sick Leave: Also accrues at 1 hour for every 35 hours worked, up to 40 hours per year.
Available for health or safety reasons, in accordance with the Chicago Sick and Safe
Leave Ordinance

Eligibility: Employees must work at least 80 hours in any 120-day period within Chicago to be
eligible

● Free Professional Development Opportunities: opportunities provided to the Admin
Assistant as continued professional develop

Please send your resume and cover letter to operations@circesteem.org