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The Administrative Assistant is a new, pivotal role within our highly collaborative and growing team. This is an exciting opportunity for an agile thinker who thrives in an entrepreneurial environment. You will be responsible for creating and implementing the processes that support the Executive Director and the organization's overall scalability.

In this role, you will provide primary administrative support to the Executive Director, oversee organizational tasks, and partner with leadership to develop systems that drive efficiency across all S.T.A.R. workstreams.

Qualifications

  • Experience: 3+ years of experience supporting executive-level leadership.
  • Mission-Driven: A genuine desire to work in an early-stage, non-profit environment focused on education and advocacy.
  • Tech Savvy: High proficiency in Microsoft 365, Google Suite, and CRM databases.
  • Communication: Exceptional writing, editing, and interpersonal skills.
  • Adaptability: Proven ability to handle conflicting needs and meet deadlines in a fast-paced environment.
  • Education/Growth: Experience or interest in fundraising and partnership development is a significant plus.

Key Responsibilities:

  • Calendar & Workflow: Manage the Executive Director’s scheduling, database activities, and expense tracking.
  • Meeting Preparation: Develop materials for internal/external meetings and provide ad-hoc support as needed.
  • Travel Management: Coordinate all transportation, lodging, and detailed itinerary management.
  • Confidentiality: Handle sensitive information with the utmost discretion and professionalism.
  • Grant Support: Manage grant portal usage, including application submissions and required report submissions.
  • Writing & Editing: Draft and edit correspondence for external partners; review marketing, maintain social media presence, and prepare meeting materials.
  • Stakeholder Relations: Act as a "bridge" for smooth communication between the Executive Director’s office and internal/external stakeholders, maintaining trust and credibility with the Board and partners.
  • Project Tracking: Monitor the Executive Director’s tasks and notes, ensuring follow-through on all projects.
  • Event Logistics: Manage logistics for in-person meetings, training sessions, and special events.
  • Financial Liaison: Coordinate with the CPA, Bookkeeping, and Payroll to prepare expense reports and check requests.
  • Board Support: Serve as the administrative liaison to the Board of Directors. Prepare agendas, record minutes, assemble board packets, and ensure compliance with the organization's bylaws.
  • Office Support: Manage logistics for internal office environments.