Overview
Project Assistant (CONSULTANT) Jobs in Chicago, IL at Maestro Cares Foundation
PROJECT ASSISTANT (CONSULTANT)
Location: Chicago, IL (In-Office)
Engagement Type: Full-Time Consultant (1099), Initial 3-Month Contract
Reports To: Project Manager
Maestro Cares Foundation is seeking a detail-oriented, highly organized, and proactive Project Assistant to support our growing Projects Department. This role will provide day-to-day administrative, documentation, tracking, and coordination support to the Project Manager and project team as they oversee nonprofit projects across Latin America and the United States.
The ideal candidate is bilingual in English and Spanish, highly organized, comfortable managing multiple priorities, and passionate about nonprofit work. This is an excellent opportunity for an individual interested in developing experience in nonprofit project administration while contributing to MCF’s mission of improving the quality of life for disadvantaged children and communities.
SCOPE OF WORK
Project Administration & Coordination
- Assist the Project Manager with the day-to-day coordination and monitoring of ongoing projects.
- Maintain organized and complete project files, including agreements, budgets, reports, invoices, photos, correspondence, and supporting documentation.
- Track project timelines, deadlines, deliverables, payments, reporting requirements, and outstanding action items.
- Follow up with nonprofit partners to collect required reports, invoices, photos, documentation, and project updates.
- Assist with reviewing partner submissions for completeness and follow up regarding missing information or supporting documentation.
- Maintain project trackers, databases, calendars, and internal project management systems to ensure information is current and accurate.
- Assist with gathering and organizing documentation for prospective projects and nonprofit partner due diligence.
- Maintain accurate historical project records and ensure project information is appropriately filed and accessible.
Partner & Internal Coordination
- Assist with communications and follow-up between MCF, nonprofit partners, vendors, and other project stakeholders.
- Schedule project-related meetings and assist with preparing agendas, meeting notes, and follow-up items.
- Support coordination between the Projects Department and other MCF departments, including Finance, Development, Marketing, and Leadership.
- Gather and organize project information needed for internal reports, presentations, Board updates, donor communications, and other organizational needs.
- Organize project photos, impact stories, statistics, milestones, and other information needed by the Marketing and Development teams.
Project Visits & Event Support
- Assist with logistics for project site visits, groundbreakings, grand openings, partner meetings, and other project-related activities.
- Support scheduling, itineraries, travel arrangements, materials, and other logistical needs associated with project visits and events.
- Assist with collecting and organizing post-event documentation, photos, reports, and follow-up items.
- Provide onsite administrative and logistical support during project-related activities as assigned.
Administrative Support
- Provide general administrative support to the Project Manager and Projects Department.
- Assist with data entry, document uploads, electronic file management, and recordkeeping.
- Help maintain departmental calendars, trackers, templates, and standardized documentation.
- Assist with special projects and other departmental needs as assigned.
QUALIFICATIONS
Required
- Bachelor’s degree or equivalent combination of relevant education and experience.
- Fluent in English and Spanish, both written and verbal.
- Strong organizational, administrative, and follow-up skills.
- Excellent attention to detail and commitment to maintaining accurate records.
- Ability to manage multiple assignments, deadlines, and priorities simultaneously.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office and/or Google Workspace.
- Comfortable learning and working with databases, project management systems, and digital file-sharing platforms.
- Ability to work collaboratively with internal teams and external partners.
- Professional judgment and discretion when handling confidential organizational and partner information.
- Must successfully pass required background screening due to MCF’s work with youth-serving programs.
Preferred
- Previous administrative, project support, nonprofit, internship, or related experience.
- Familiarity with project management/collaboration platforms such as Monday.com is a plus.
- Experience with Salesforce or other database/CRM systems.
- Experience working or communicating with organizations or individuals throughout Latin America.
- Interest in nonprofit project management, international development, construction-related projects, or community-based programs.
- Willingness and ability to travel domestically and internationally as needed.
ENGAGEMENT TERMS
Location: Chicago, IL (in-office presence required)
Estimated Hours: Approximately 40 hours per week
Contract Length: Initial 3-month contract, with a performance review at the end of the term to determine potential eligibility for a permanent staff position
Compensation: Commensurate with experience
Start Date: Open
Contract Type: 1099 Professional Agreement
TO APPLY
Please send your resume and cover letter to [email protected] with the subject line: “Project Assistant”
In your email, please include three reasons why you are interested in working with Maestro Cares Foundation.
No phone inquiries, please.
ABOUT MAESTRO CARES FOUNDATION
The Maestro Cares Foundation (MCF) is a nonprofit organization founded in 2012 by international music icon Marc Anthony and entrepreneur Henry Cárdenas. The foundation’s mission is to improve the quality of life of disadvantagedchildren and communities in Latin America and the United States. MCF partners with local foundations and organizations to fund sustainable projects that create safe and healthy environments for children, supporting both their developmental andacademic needs.
Thank you for your interest in joining the Maestro Cares Foundation team!
Job Types: Full-time, Contract
Pay: $53,000.00 – $55,000.00 per year
Application Question(s):
- Why does the mission of improving children’s lives through infrastructure and education resonate with you personally?
- How do you stay organized when managing multiple deadlines or partner communications at once?
- How do you approach problem-solving and communication when you run into unexpected challenges?
- Maestro Cares Foundation aims to build lasting relationships with our program partners. What strategies would you use to foster engagement and track long-term impact?
Language:
- Spanish (Required)
Willingness to travel:
- 25% (Required)
Work Location: In person
Title: Project Assistant (CONSULTANT)
Company: Maestro Cares Foundation
Location: Chicago, IL
Category:
