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Administrative Assistant/Project Coordinator
Administrative Assistant/Project Coordinator
Chicago Public Art Group
Post Date: 07 Feb 2022


Chicago Public Art Group is seeking full-time administrative assistant and project coordinator

About CPAG

Chicago Public Art Group is an art and education nonprofit organization whose mission is to unite artists and communities to create public art and expand the tradition of public art making. CPAG’s work dignifies public spaces and promotes public engagement throughout the city. The organization is grounded in the principles that every Chicago resident deserves to experience great art, every community should have a voice and public art and its creation encourages community investment.

Objective: CPAG is searching for a full time administrative assistant/project coordinator

The responsibilities include the following:

Highly organized individual who can manage office duties, facility maintenance, database, donations and invoices, and work within project management software 40 hours per week.

Experience with administration, filing, customer service, excel, social media marketing, databases, minimal website management (WordPress preferable), project coordination, social media marketing and working as part of a team.

Duties & Responsibilities

Financial Management (%20) Organize bills for payment. Manage donations, payments, credit card payments, and bank deposits. Work with bookkeeper and Executive Director to implement best practices & procedures for financial management. Manage timely, dated thank you notes to all donors. Ensure appropriate insurance coverage and certificates are secured for all aspects of CPAG and artists.

Project Coordinator Assistance (5%): Work with programs manager and executive director to place orders with vendors for materials, supplies and equipment as well as coordinate timely delivery or pick up. Experience in vendor price negotiation is a plus.

Database Management (30%) Supervise data entry of all documents into google docs, photographs, and donation payments on Neon. Manage database for accuracy and completeness. Support end of year annual campaign and fundraising events.

Office & Website Management (20%) Order & organize office supplies. Maintain phones, copiers, computers. Liaison with the webmaster. Support artists meetings, classes & workshops via registrations, zoom, web, payments, etc. Assist with supervision of interns or volunteers as needed. Assist with annual campaign, annual report and annual fundraiser, auction.

Social Media Marketing (10%): Create social media marketing on Instagram, Facebook, LinkedIn and Tik Tok. Grow and expand CPAG social media on to new social media platforms, increase presence on existing platforms including Facebook, Linkedin, Twitter and Instagram, and help create active social media plan.

CPAG Event Planning and Programing (5%): Manage CPAG events including unveiling ceremonies, creating invitations, flyers.

Facilities Management (10%) Create and manage online CPAG calendar. Supervise cleaning and maintenance of office, gallery, studio, and windows.

Management of programs and projects

  • Assist Programs Manager and ED in project management
  • Order supplies for programs and projects
  • Organize community design workshops (virtual and in person)
  • Ensure appropriate permits and insurance coverage and certificates are secured for all aspects of programs and projects
  • Oversee policies and procedures for program and project archives, including documentation narratives and photos.
  • Enter data and scan archive photos into an archive database.
  • Work with the archive team to enter archive data into google docs and archive database.

Requirements: Two or more years of office/business management. Supervision experience required. Experience in nonprofit firms is ideal.


Flexible schedule.

Parking available. 25 walk from red and orange line stations. 5 minute walk from Halsted bus.

Opportunity to work closely with Chicago’s local public art scene and meet master artists from our city.

Our office is filled with local artworks in our gallery.

Opportunity for growth with our company.

To apply, send a letter and resume to [email protected]. For questions, call (312) 427 -2724 (office).


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