Administrative Assistant

Job Summary

The Administrative Assistant plays a central role in supporting the CEO with organizing operations, ensuring efficient workflows across departments, and supporting priority projects and community engagement.

Responsibilities

• Provide direct administrative support to the CEO and Executive Team.
  • Maintain and update the Executive Master Calendar, coordinating cross-department meetings (Programs, Finance, Marketing, HR).
  • Organize weekly Executive Team briefings, prepare agendas, reminders, task notes, and follow-up actions.
  • Implement organizational systems to improve workflow efficiency and team accountability.
• Support with Time Bank Development.
  • Assist with organizing time-tracking data from volunteers, board members, contractors, and staff.
  • Maintain spreadsheets or databases for Time Bank values, hour conversion, and program benefit eligibility.
  • Support communications to stakeholders regarding hours earned, redemption guidelines, and onboarding into the Time Bank system.
• Support Web Application Support.
  • Document feature requests, bugs, and updates from the CEO, Programs Team, and Tech Team.
  • Maintain a structured project tracker for app development milestones.
  • Cook up testing sessions, gather user feedback, and assist with organizing directory listings and content for the app.
• Support Community Engagement & Organizational Structuring.
  • Support implementation of new community engagement frameworks, including team structures, committees, and outreach workflows.
  • Prepare documents, contact lists, invitation scripts, and meeting materials for community partners.
  • Coordinate the C.A.R.E. Board’s community engagement visits and follow-up communications.
• Support Communications & Frontline Support.
  • Routinely route calls, texts, and virtual messages; triage inquiries to the appropriate team.
  • Draft email scripts, public notices, and administrative updates.
  • Serve as a warm, professional first point of contact for participants, volunteers, and partners.
• Support Documentation & Information Management.
  • Maintain organized digital filing systems in SharePoint, Notion, and C.A.R.E. databases.
  • Accurately record meeting minutes, decisions, action items, and program updates.
  • Aid in onboarding files, volunteer forms, HR documents, and operational standardization.

Essential Functions

• Excellent verbal, written, and interpersonal communication skills.
• Ability to type 35+ WPM and write clear, professional messages.
• Strong organizational skills with the ability to manage multiple priorities.
• Skilled in building simple systems, tracking tools, and workflows.
• Time management mastery—ensuring the Executive Team meets deadlines.
• Ability to maintain confidentiality regarding sensitive organizational information.
• Comfortable coordinating with cross-functional teams and supporting program launch frameworks.

Qualifications

• Prior experience in administrative roles, executive support, or nonprofit operations preferred.
• Strong technical competency with digital tools and online project management systems.
• Highly organized, detail-oriented, and proactive.
• Demonstrated commitment to social justice, cultural humility, and community wellness.
• Ability to maintain professionalism, confidentiality, and integrity.