Office Manager (Part-Time) - Navy Pier

JOB SUMMARY

The Office Manager is a key member of Navy Pier’s team who will oversee the general administrative function and activities of the organization. Under the supervision of the Director of Planning, the position will support the administrative needs of the organization and is responsible for daily schedule coordination, internal meetings, and community engagement programs and event planning. The candidate must have prior experience with administrative support, events, be a strong communicator, and able to interact with a variety of people. This person will uphold the mission and organizational priorities of Navy Pier. The Office Manager role is a short-term contract (6-months) part-time onsite position.

KEY DUTIES AND RESPONSIBILITIES

The duties and responsibilities listed below are representative of the knowledge, skills and/or abilities required to successfully perform this job. Duties may include, but are not limited to:

Administrative Office Support

• Communicate with external and internal partners, vendors, and staff (email, phone, and in-person) to support the department.
• Scheduling of internal and external meetings.
• Assist in the preparation of Navy Pier internal/staff meetings (agendas, attendance, presentations, catering).
• Serve as administrator on cross-department teams and task forces, as appointed.
• Process and manage department invoicing and contracts.
• Manage general office supply inventory, supply orders, outgoing mail, and postage.
• Oversee bookings and usage of administrative office conference rooms/meeting spaces.
• Coordinate parking passes and validation for guests, and VIP/comp tickets to Navy Pier owned/hosted events.
• Assist with special projects and/or other duties as assigned.

Community Engagement Programs & Events

• Support the planning and execution of community engagement events in coordination with Employee Engagement Committee and Director of Planning to expand Navy Pier’s impact in the community and advance its mission.
• Assist with the annual Community Rides program, including organization of applications, recipient communications and ticket distribution.
• Create presentations and support reporting of community engagement evaluation metrics, including participant surveys, data collection and other indicators.
• Support community/employee engagement events (such as tours, career panels, lunch & learns, etc.) in complement to Navy Pier’s free public programs.
• Represent the Pier, its mission, and values in the community at events and programs.

QUALIFICATIONS

The minimum level of knowledge, skills, and/or abilities required for this role include:

EXPERIENCE

• 3-5 years in related field, project management, special events, or administration - preferably in a non-profit environment. 
• Proven success managing various types of inter/intradepartmental projects, both in-person and online.
• Experience with programming, community engagement preferred.
•  Proficient in Microsoft Office suite of products (Excel, Word, and PowerPoint) in Windows environment required.

ADDITIONAL QUALIFICATIONS 

• Must be able to prioritize and plan multiple projects at once.
• Team player with a willingness to build positive relationships through strong interpersonal skills, excellent oral and written communication, and professionalism.
• Candidate should be organized, high-energy, detail oriented, adaptable, an excellent problem solver, dependable and quality conscious.
•  Innovation/creativity, achievement-oriented with assignments, idea generation, and financial accountability are all essential for success in this job.

BENEFITS

• Pay Rate: $25.00 per hour. Up to 24 hours per week.
• Short-term contract (6-months)/Part-time onsite position
• Complimentary parking in Navy Pier garages

ORK ENVIRONMENT

The Office Manager role is a short-term contract (6-months) part-time onsite position. Work schedule is Monday through Friday, evenings and weekends when needed, keep total time spent on job-related tasks up to 24 hours a week/a minimum of 20 hours.