Organizational Support Specialist

Illinois Legal Aid Online

Job Description: Organizational Support Specialist (Part-Time)

Illinois Legal Aid Online (ILAO) seeks a dedicated and organized Organizational Support Specialist to join our team part-time. This role is instrumental in supporting our Executive Director and other staff by ensuring the smooth operation of our organization. The ideal candidate will have strong attention to detail, excellent organizational skills, superb communication, and the ability to manage multiple tasks efficiently and effectively.

This is a primarily remote position based in the Chicago area. The Organizational Support Specialist will work from ILAO’s office in downtown Chicago 2-3 days per month, attend quarterly in-person Board of Directors meetings, and participate in semiannual in-person staff gatherings.

This is a part-time position (approximately 20 hours per week during core business hours, with flexibility for hours and days worked, M-F). The exact work schedule will be determined based on the candidate’s availability and preferences and aligned with organizational needs.

Illinois Legal Aid Online (ILAO) is committed to attracting and retaining a diverse staff. Working with great people with a wide variety of lived experience brings us closer to meeting our vision of a society where all people can get justice. Because our services and products - like the law - are for everyone, we believe in including everyone. We strongly and enthusiastically encourage people of color, individuals who identify within and beyond the LGBTQIA+ spectrum, women, and people with disabilities to apply.

Primary Responsibilities

• Monitor and manage the organization’s email account, ensuring timely response and forwarding of messages as necessary
• Come into the office 2 to 3 times a month to process incoming and outgoing mail and maintain an organized system for tracking and storing supplies
• Coordinate and manage all aspects of staff travel, including booking flights, accommodations, and transportation, while optimizing for cost-efficiency and compliance with organizational policies
• Coordinate all logistics for quarterly Board of Directors meetings including assembling digital board packets for board meetings, distributing and collecting required forms, drafting accurate minutes, and managing scheduling, venue selection, IT support, and participant communication
• Manage shared organization calendars and support monthly staff meetings
• Oversee the ordering, inventory, and distribution of office supplies, ensuring ILAO is well-stocked and cost-effective in procurement practices
• With our IT vendor, manage computer ordering, setup, and ongoing IT support, addressing any technical issues promptly and efficiently
• Lead the planning and execution of two annual in-person staff events and various virtual staff celebrations, including ordering supplies and food, booking travel and accommodations, and managing event logistics to ensure successful and enjoyable staff gatherings
• Manage organizational cloud-based subscriptions and account access for staff
• Manage the collection and storage of W-9 forms, contracts, and other documentation as required for grant compliance.
• Maintain ILAO’s intranet and organization pages (staff, board, and event sponsor information)
  
  

Qualifications

• 5 years experience in an administrative, executive support, or similar role
• Strong organizational and planning skills, with the ability to prioritize tasks and manage time effectively
• Excellent written and verbal communication skills
• Excellent computer skills, including fluency in using the Internet and proficiency in using Excel and Google Workspace
• Demonstrated ability to work independently and as part of a team, demonstrating strong self-initiative and problem-solving skills
• Conscientious and detail-oriented with a commitment to accuracy and confidentiality
  
  

Preference is given to candidates with:

• 3+ years experience using a variety of software platforms such as Google Workspace, Salesforce, Jira, Slack, Quickbooks, Microsoft Office 365, or other cloud-based productivity applications
  
  

To apply

Complete this application. No recruiters and no snail mail, please. Must be authorized to work in the United States for any employer.

Deadline to apply: Friday, July 16, 2024

Pay & Benefits

Hourly rate: $26 - $29/hour, depending on experience

Benefits: ILAO offers the following benefits to part-time employees: health and dependent care flex spending account; 60 hours PTO and holiday pay in the first year; and, 403(b) retirement plan, to which ILAO contributes a required 1% of wages monthly. ILAO has a flexible workplace policy that supports remote work, wellness and work-life balance.

About ILAO

At ILAO, we believe in justice. We believe the law is for everyone. We know, however, that not everyone is equal in the eyes of the legal system. Race and culture, language, education, location, time, disability, and income are enormous barriers to using the law to get justice.

For more than 20 years, Illinois Legal Aid Online (ILAO) has simplified the law so that people can seek justice and resolve their problems, especially those from historically oppressed communities and groups. Through innovation, we make the law understandable and accessible.

We believe that, with the right knowledge and guidance, people can be their own best advocates. We mobilize people with plain-language, 24/7 tools - in three languages - so families can understand and assert their legal rights. ILAO helps people who are unable to find or afford attorneys overcome the barriers that keep them from getting justice.

Illinois Legal Aid Online (ILAO) is open to all. Working with and helping people with a wide variety of lived experiences brings us closer to meeting our ideal of a society where all people can get justice. Because our services and products—like the law—are for everyone, we believe in including everyone. We know that justice is most scarce for those who need it most. People with intersectionalities of historically oppressed identities face the greatest barriers to justice. ILAO seeks to break these barriers. ILAO believes that, equipped with the right tools, opportunities, and connections, people can shift the power differentials and use the law to get justice.

Inclusion, equity, and diversity are key in our work to champion opportunities, equality, and justice for those who need it most. As a community and individuals, we honor and respect differences; practice equity; and support the professional development and wellness of our colleagues.

ILAO's free programs provide essential legal services and support 24/7/365 to the people of Illinois, focused on individuals and families from historically oppressed populations and communities who face the greatest barriers to justice.

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