Position Overview
PAVE Prevention is seeking an efficient, passionate Program and Administration Officer to join our start-up and maximize our impact as an organization. This role primarily involves providing high-level executive assistance, project management, and administrative support to a team with international experience. The position includes handling day-to-day administrative tasks and project-related responsibilities such as research, departmental operations support, and follow-up on various projects. Additionally, this role will regularly report on the progress of departmental projects.
The Company
PAVE Prevention, Inc. is a social enterprise based in Chicago, IL (CST), offering training and HR consulting solutions to public, private, academic, and not-for-profit organizations and their employees (and the communities in which they operate), to prevent, reduce, respond, and recover from emotionally and physically harmful events. PAVE stands at the forefront of combating workplace violence through our dedicated organizational initiative, designed to match the ethos and to foster safe and healthy workplace environments across all sectors. Our comprehensive, trauma-informed, and cultural intelligence (CQ), and DEIJA-inclusive training programs offer a dual focus: enhancing individual resilience and creating systemic change within organizations to create a culture of safety and harmony.
Skills required
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Expert in multi-tasking, organizing, and time management with the ability to prioritize tasks.
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Detail-oriented with the ability to work independently.
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Excellent verbal, written communication, interpersonal, and team skills.
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Logical thinking and creative problem-solving skills.
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Detail-oriented and exceptional at capturing notes and ideas and turning them into projects, creating announcements, documents, and training to be shared with others.
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Strong initiative, ability to wear multiple hats, and share ideas.
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Responsive team player who collaborates well with others and can work in a sometimes fast-paced environment if required.
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Proficient in Microsoft Office Suite, MS Teams, Calendly, Zoom, Google, Read.Ai
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Demonstrates a high degree of integrity and work ethic.
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Dedication to fostering a collaborative team
Desirable
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Proficiency in applications: Whova and Canva
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Tech-savvy
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Ability to summarize large amounts of data into graphs or tables for management.
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Knowledge of analysis and planning of interdependencies.
Preferred, but open to the right entrepreneurial candidate
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Bachelor’s degree or equivalent education preferred.
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A minimum of 3-5 years of experience in program management, project coordination, and, or administration.
Essential Position Functions
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Responsible for scheduling and managing all meetings (including meeting prep research and post-meeting notes/transcriptions)
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Managing company Calendars
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Coordinating and managing CEO's conferences, podcasts, and speaking engagements
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Booking CEO travel, if required
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Purchaser of supplies, swag, and materials for events & conferences
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Management of master databases
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Organize company documents into updated filing systems
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Prepare presentations, spreadsheets, and reports​
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Coordinating board meetings
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Oversees and coordinates projects assigned by leadership
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Assist leadership with functional and technical support and special projects as assigned
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Process and report on office expenses
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Other duties and responsibilities as assigned