Administrative Assistant




The Council on Tall Buildings and Urban Habitat (CTBUH) is the world’s leading nonprofit organization for all those interested in the future of cities. It explores how increased urban density and vertical growth can support more sustainable and healthy cities, especially in the face of mass urbanization and the increasing effects of climate change worldwide.


Who We’re Looking For


CTBUH is seeking an experienced Administrative Assistant to work directly with CTBUH President Dr. Antony Wood and his team. While this position is responsible for administrative duties supporting the president, the person filling this role will also be engaged in extensive customer outreach by email and phone to generate business leads. Superb communication and organizational skills are needed to be successful in this role, along with an entrepreneurial mindset. Additional responsibilities include organizing daily calendars, meetings, travel plans, itineraries, and agendas as well as preparing reports and presentations, screening calls, handling information requests.


Position Location


CTBUH is headquartered in Chicago, Illinois, with offices in Italy and China. This position is located in downtown Chicago, with the opportunity to work from home on Fridays.


Essential Responsibilities


  • Contact customers around the world about business opportunities by email and phone; conduct follow up outreach using Excel or CRM software to track progress and responses; generate outreach tracking reports
  • Perform a wide variety of assignments requiring research to complete, some of which may be confidential in nature.
  • Schedule meetings with staff, volunteers, and customers.
  • Create and edit reports, correspondence and other documents as requested.
  • Handle matters expeditiously and proactively, with exceptional follow-through on projects to successful completion within deadlines.
  • Provide organizational assistance to the President.
  • Liaise with other staff project teams as assigned to provide administrative support.
  • Assist in managing internal and external meetings and appointment calendar.
  • Assist with travel arrangements; detailed travel logistics, itineraries, and agendas; prepare meeting support materials, meeting reports and presentations; manage travel club updates and tracking; manage travel finances and expense reports.

Required Qualifications


  • Bachelor's degree
  • Minimum of three years of professional work experience, with an ability to “manage up” effectively
  • Exceptional English language communication skills, both written and oral
  • Excellent organizational skills with strong attention to detail
  • Skilled with Microsoft Office Suite, including Excel, Word, Powerpoint and Outlook
  • Works well in a fast-paced environment
  • Strong prioritization skills, with the ability to scope and manage projects
  • Great attitude and professional demeanor

Preferred Qualifications


  • Experience conducting individual outreach for fundraising or business campaigns strongly desired
  • Nonprofit experience
  • Experience with Salesforce CRM and Fonteva platform
  • Experience with CS Suite and/or Adobe Acrobat Pro


Equal Opportunity Employer


We at CTBUH believe that our work benefits from the diverse perspectives of our staff and those we serve. We encourage applicants to review our diversity statement at


CTBUH provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.


This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.


To Apply


Please send a brief Cover Letter explaining why you would be ideal for this role, along with a Resume outlining work experience to [email protected].