Administrative Assistant

Overview

• Provide administrative and executive support to senior leadership in a dynamic, fast-paced environment.
• Coordinate project logistics, documentation, and communication across multiple teams and stakeholders.
• Manage schedules, deadlines, and deliverables to ensure smooth operations and timely execution.
• Support volunteer recruitment, outreach, and event coordination for community-focused initiatives.
• Maintain accurate data and reporting systems, ensuring integrity and consistency.
• Collaborate with cross-functional teams to enhance workflow efficiency and operational effectiveness.
• Assist with budget tracking, reconciliation, and financial reporting tasks.
• Contribute to the organization's mission by supporting impactful projects and initiatives.

Key Responsibilities & Duties

• Manage inboxes, schedules, and priorities for senior leadership, ensuring timely follow-ups.
• Coordinate meetings, prepare materials, and document action items and next steps.
• Process applications, maintain pipelines, and support community outreach managers.
• Track project deliverables, upload expenses, and maintain inventory of materials and supplies.
• Create promotional materials and manage volunteer registration and event communications.
• Maintain accurate data in Salesforce and generate regular internal reports.
• Support cross-team logistics coordination for builds and activations.
• Identify and implement process improvements to enhance operational efficiency.

Job Requirements

• High School Diploma or GED required; additional certifications are a plus.
• Minimum 3 years of experience in administrative coordination or executive support.
• Proficiency in Salesforce, Microsoft Office Suite, and project management tools like Monday.com.
• Strong written and verbal communication skills with attention to detail.
• Ability to manage multiple priorities and deadlines effectively.
• Experience with community outreach and volunteer coordination preferred.
• Comfort handling sensitive and confidential information with discretion.
• Proactive problem-solving skills and ability to work independently.