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Auxiliaries Coordinator

Requisition Number: 
Job Status: 
To provide support and to serve as an integral member of the Events & Board Operations team, as well as the overall Development department. To serve the operations needs of the Chicago Botanic Garden as specifically related to its Auxiliary Groups—the Board of Directors, Woman's Board, and the Guild. The Auxiliaries Coordinator works closely with the Senior Director, Events & Board Operations, on execution of all Board-related event fundraising activities.
Duties and Responsibilities: 

In this role, you will be responsible for the following: 

  • Coordinate all matters pertinent to the Chicago Botanic Garden's Boards; the Board of Directors, the Woman's Board, and the Guild. This includes meeting logistics, communications, attendance, writing minutes and reports, etc. 
  • Coordinate planning and implementation of committee meetings, member orientations, and internal meetings. This includes reserving space, golf carts, making arrangements for catering, and putting together other necessary meeting materials. 
  • Maintain all data regarding the Boards, including contact information, directories, committee lists, and calendars. 
  • Assist Senior Director, Events & Board Operations, on key fundraising events (Summer Dinner Dance and All Aboard). Events take place on evenings and weekends. 
  • Manage and support event committees (Catering, Sponsorship, Invitations, etc.) Prepare updates on reservations, sponsors, and other items as needed. 
  • In conjunction with the Senior Director, Events & Board Operations, and event chairs, participate and/or lead event-related meetings, which include preparing minutes, committee updates, etc. 
  • Produce high-quality documents, including correspondence, mail merges, reports, memos, meeting agendas and minutes, budget plans, and spreadsheet presentations. 
  • Work with Communications department to maintain all Board web pages. 
  • Provide input to the Senior Director, Events & Board Operations, on auxiliary and events budget. 
  • Complete expense reports for Senior Director, Events & Board Operations, on a monthly basis using in-house accounting system. 

In this role, you must have or will be responsible for the following: 

  • A bachelor's degree in a related area or six years of administrative experience
  • Two years of relevant experience. Preferably in fundraising or event management. 
  • Experience managing event logistics. Vendor management preferred. 
  • Excellent interpersonal skills, written, oral communications skills. Ability to interface with all levels of Boards, staff, and volunteers. 
  • Demonstrated ability to be adaptable, flexible, and handle multiple tasks simultaneously
  • Strong attention to detail and excellent organizational skills
  • Proficient with Microsoft Office products including Word, Excel, PowerPoint, and Outlook, and with web communications 
  • Demonstrated organizational skills, project coordination experience, proven problem solving, and decision making 
  • Experience providing complex, confidential administrative support 
  • During all key fundraising events and board meetings, ability to work a flexible schedule, including approximately 10 weekends and 20 evenings per year 
Physical Demands: 
Office setting. Frequent sitting, standing, walking, bending, listening, speaking, keyboarding. Use of office equipment including computers, telephones, copiers, scanners, fax machines. Some requirements for lifting, pushing, pulling items less than 30 pounds. Ability to work in varied weather conditions. Exposure to an outside environment on a regular basis (i.e. pollen and varied weather conditions).
Why Apply?: 

Come work in a setting that is like no other as you support our mission: We cultivate the power of plants to sustain and enrich life. Take the first step toward being one of the employees who make the Garden one of the treasures of the Forest Preserves of Cook County. Apply today. Please note that applicants who do not meet the required qualifications will not be considered.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities and qualifications required of personnel so classified.