Job Description:

About Chicago Public Media

Chicago Public Media is one of the largest and most respected media organizations in the country.  The organization has a legacy of innovative program development having launched shows as The American Life, Wait, Don't Tell Me..., Nerdette, Making Obama and the ground-breaking podcast Motive.  Chicago Public Media engages with its listeners and users across multiple platforms, including radio broadcast radio, digital streaming, and mobile apps.  Our flagship station, WBEZ-Chicago (91.5 FM) is Chicagoland's premier media hub for high quality, fact-based journalism and engaging, entertaining audio programs and podcasts.  WBEZ's sister service, Vocalo (91.1 FM in Chicago,, targets a multicultural audience through an urban alternative format.


The Opportunity

The Admin to the Chief Advancement Officer (CAO) serves as the primary point of contact for all internal and external constituencies for the CAO’s office. Provides administrative and project support to the CAO, which includes managing and coordinating meeting agendas and scheduling, tracking and executing on projects and deliverables with a strong adherence to deadlines, supporting the CAO’s efforts related to overall prospect management, prospect review, and fundraising drives. The Admin also assists in engagement of the Board of Directors and the Development and Governance Committees in close partnership with the Manager of Individual Giving and the Development and Board Coordinator, ensuring optimal communication flow internally and externally. Works effectively with the Executive Leadership Team (ELT), the Advancement Department’s management team, and the CEO’s office and their support staff to coordinate efficient and effective partnership between the CAO’s office, the Advancement Team, and colleagues across Chicago Public Media.  


Essential Duties and Responsibilities

Daily Coordination and CAO Office/Calendar Management

  • Manages and maintains the CAO’s calendar, contacts, and email, coordinates the daily and long-term schedule, including scheduling all appointments, meetings, and events while coordinating related logistics.
  • Keeps the CAO informed of activities that arise throughout the day. Uses good judgement to anticipate needs, proactively offers solutions and/or opportunities. Manages and ensures appropriate and timely follow up on internal and external requests for information or action. Maintains a running “to do” list and meets regularly with the CAO to manage and determine priorities.
  • Prioritizes, follows up, and tracks action items addressed to the CAO, including those of sensitive or confidential nature. Uses judgment to determine appropriate course of action, referral, or response.
  • Anticipates needs of the CAO for meetings, including creating and coordinating agendas, donor/prospect briefings, providing other substantive background information as needed, and organizing materials.
  • Ensures the CAO sees and reads all necessary materials to prepare for meetings. Creates Word, Power Point and Excel presentations, charts, and reports. Updates and maintains document templates.
  • Works across the organization to coordinate CAO’s projects, including with ELT-level collaborators and stakeholders.
  • Administers the flow of documents requiring approval and signature by the CAO.
  • Serves as the CAO’s liaison to staff and to offices of the CEO, Board of Directors, and donors.
  • Receives, screens, and places calls on behalf of the CAO and receives staff and visitors to the CAO.
  • Prepares agendas and takes notes and minutes, attends, and participates in Development, Advancement Team, and other meetings as assigned.
  • Organizes and maintains the CAO’s paper and electronic files and address/contact listings.
  • Prepares expenses for reimbursement.
  • Serves as office manager for the Advancement Office. Tracks and orders supplies and handles other logistics.

     Special Projects and Prospect Management and Coordination

  • Manages and tracks projects related to overall and special fundraising efforts of the CAO.
  • Organizes recurring development revenue, prospect strategy, and fundraiser roundtable meetings. Maintains/updates, coordinates, and prepares all necessary reports and materials. Creates agendas and follow up notes and tracks next steps.
  • Tracks and maintains data on Development activity, next steps, and donor correspondence for the CAO and CEO and ensures timely follow up and advancement.
  • Enters the CAO and CEO’s fundraising activities into Salesforce on a weekly basis including donor/prospect activities/calls/meetings and contact reports, weekly management of prospect and donor movement through the fundraising cycle and solicitation process, e.g., proposal stage, ask/expected amounts, ask/expected dates, and proposal.
  • Work across CPM to coordinate the CAO’s projects, including with ELT-level collaborators and stakeholders.
  • Partners with the Manager of Individual Giving and the Development and Board Coordinator to organize and coordinate activities related to the Board of Directors and the Development and Governance Committees, including weekly planning meetings, tracking of deadlines/deliverables, strategic communications.
  • Partners closely with the CEO’s office to coordinate all aspects of the CEO’s Development activities including meeting planning, Board activities, and select Development correspondence.
  • Drafts and prepares correspondence that may be confidential and drafts briefing documents for donor and prospect meetings.
  • Writes first drafts of select planning documents and correspondence as well as Board committee meeting minutes as needed.


Required Skills and Experience

  • Bachelor’s degree, or equivalent training and experience.
  • 3 years' work experience that includes a minimum of 2 years supporting executive leadership.
  • High degree of professionalism and discretion and ability to maintain confidentiality of highly sensitive information.
  • Demonstrated ability to coordinate events or other large-scale deadline dependent projects. 
  • Effective oral and written communication skills. 
  • Well-developed collaboration skills to work with cross-functional teams. 
  • Ability to multi-task in a deadline-driven environment, and to manage own time and schedules. 
  • High energy, positive attitude, and a demonstrated ability to deliver results on-time and on-budget. 
  • Strong attention to detail. 
  • Excellent customer service skills.  
  • Demonstrated proficiency in Word, Excel, and internet-based software. 

Preferred Skills:

  • Public media or non-profit experience. 


Working at Chicago Public Media

At Chicago Public Media, we care deeply about our employees as we know attracting, developing, and growing talent is key to our success and enhancing our impact.  Our culture is one where collaboration, ideas, and innovation are encouraged.  We value colleagues who will enhance our culture by bringing new ideas, diverse experiences, and talents to our dynamic workplace.

Chicago Public Media’s dedication to promoting diversity and inclusion is reflective across our brands, WBEZ 91.5 FM and Vocalo 91.1 FM, in our staff and in our work.  We are fully focused on equality of opportunity and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin, experience, and all other fascinating characteristics that make us different.

At Chicago Public Media we believe dedication to a great workplace includes supporting our employees and their families. As a result, we provide a broad and generous benefits package for you at hire and in the years to come. Our benefits include:

  •  6 weeks fully paid family leave
  •  High quality Medical, Dental, and Vision plans at an affordable cost
  •  A 403(b)retirement plan with a company match

Generous paid time off, including starting with 3 weeks’ vacation and 4 personal days.

Due to current COVID restrictions, you must be able to work remotely at your own designated location with Internet access and you must be willing and able to work at our Navy Pier offices, if needed. Right now, most of our staff is working remotely.

The essential functions described above are not all-inclusive and may change periodically to meet the needs of Chicago Public Media (CPM). The information contained in this job description is not intended to create any contractual or other legal commitment. Chicago Public Media may change the content or format of this job at any time in its sole and exclusive discretion without notice.

Chicago Public Media is an Equal Opportunity Employer, and we actively seek and welcome people from all backgrounds, orientations, and life experiences to join our team. 

Job Location: 
Chicago, IL
United States
Job Category: 
Job Type: 
Full time
Hours Per Week: