Cross-Foundation Administrator

Date Posted: 
Mon, November 11, 2019
Chicago, IL
Company Name: 
John D. and Catherine T. MacArthur Foundation
Company Information: 

The People and Culture team is responsible for the Foundation's strategic efforts to design, implement and manage innovative human resources practices and initiatives that attract, develop, engage, support and retain an energized, high-performing, diverse staff in a culture of continuous learning and improvement.

The Cross-Foundation Administrator provides professional administrative support on an as-needed basis to Foundation programs, departments and teams as back-up for, or in addition to, current administrative staff. He/She assists programs, teams and departments by helping to ensure that systems, processes and practices operate smoothly, efficiently and effectively, as assigned by People and Culture based on the type of work, length of assignment, and availability. Unlike a temporary staff resource, the Cross-Foundation Administrator maintains knowledge of all organizational policies and procedures and stays up-to-date on Foundation work and activities.

Job Description: 

Essential Duties and Responsibilities:
The Cross-Foundation Administrator duties and responsibilities will vary from assignment to assignment, depending upon the team or department’s needs. For example, a long-term project would entail different duties than routine coverage during an absence. In most cases, the Cross-Foundation Administrator would be likely to:

Schedule and manage logistics for program, team or department meetings, acting as liaison with Meeting Planners as needed
Arrange and coordinate appointments and travel for program, team or department members
Consolidate and distribute information from a Managing Director or Vice President and/or programs, teams and departments, including generating agendas and meeting materials, and recording meeting notes
Assist with the production of Board materials, budget-related activities, and vendor contracts (via Workday)
Process expense reports
Provide general proofreading and editing and/or perform writing assignments
Participate in meetings and serve as recorder of critical tasks, discussions, and decisions
Coordinate document and information management tasks
Serve as a liaison with grants management staff, Research Specialists, and other teams and departments as needed
Assist with special projects and workflow as requested
Perform other duties as assigned

The position is based in Chicago, Illinois.


Physical Requirements and Work Environment
The work environment is an office setting. Intermittent physical activities will include bending, reaching, sitting, and walking during working hours. Reasonable accommodations may be made to enable a person with physical disabilities to perform the job.

A bachelor’s degree or equivalent with at least six years of experience in supporting executives and teams
Able to execute complex projects with a strong attention to detail, and to manage multiple projects and tasks and meet deadlines
Excellent writing, editing, and organizational skills
Highly proficient in working in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook), and in using tech support systems (AV, BlueJeans, Skype for Business, Condeco) and willing to learn various technology programs
Diplomatic, flexible, and discreet with confidential information
Anticipates, takes initiative, and adapts to changing environments and priorities

Maintains knowledge on all organizational policies and procedures, and stays informed and up-to-date on the activities and achievements of the Foundation