Senior Administrative Assistant

Administrative Assistant (.5 FTE) – Two Openings[MN1] 

Locations:

• Las Vegas, Nevada (Non-Residential Campuses)

• Rochester, Minnesota (Residential Campuses)

Reports To:

• Las Vegas Role: Senior Executive Director, Non-Residential Campuses (Baltimore, Boston, Brooklyn, Las Vegas)

• Rochester Role: Senior Executive Director, Residential Campuses (Minneapolis, St. Paul, Fargo, Austin, Rochester)

Position Summary

Jeremiah Program seeks two part-time Administrative Assistants (each .5 FTE) to provide high-level administrative, logistical, and operational support to the organization’s Senior Executive Directors. These roles ensure the smooth functioning of both the residential and non-residential campus cohorts, advancing alignment, efficiency, and communication across multiple sites.

Each Administrative Assistant will work closely with their respectiveassigned Senior Executive Director direct Supervisor to manage calendars, support meetings and initiatives, prepare reports, and assist with day-to-day operations in a fast-paced, mission-driven environment.

 

The ideal candidates are detail-oriented, proactive, and capable of managing multiple priorities with professionalism and warmth.

Key Responsibilities (Scope of Work)

Executive & Administrative Support

• Manage calendars and coordinate meetings across time zones and campus teams.
• Executive level communication: Prepare and format briefing documents, slide decks, and reports (e.g., Board updates, campus support team feedback, and funder packets).
• Manage projects in collaboration with SED: Maintain task lists, deadlines, and follow-up systems to ensure projects remain on track.
• Support travel logistics, reimbursements, and credit card reconciliations.
• Independently draft, proofread and send executive level correspondence including memos, and internal communications.

Meeting & Coordination Support

• Schedule and coordinate weekly and monthly meetings for campus and national teams.
• Capture and distribute meeting notes, track action items, and ensure timely follow-up.
• Assist in preparing agendas, visual materials, and participant briefers.
• Support hybrid and virtual meeting facilitation (Microsoft Teams, Zoom, shared documents).

Operations & Project Support

• Assist with document management, file organization, and version tracking in SharePoint and shared drive systems.
• Track key dates and deliverables for reporting cycles across campuses.

Communications & External Relations
• Assist in compiling or formatting external communications (letters, invitations, follow-up messages).
• Help coordinate briefings or onboarding materials for new partners, donors, or visiting guests.

Core Competencies and Qualifications

Required Skills & Competencies

• Organizational mastery: Ability to juggle multiple projects with precision and timeliness.
• Strong written communication: Clear, professional, and detail-oriented writing and editing.
• Tech proficiency: Skilled in Microsoft 365 Suite (Word, Excel, PowerPoint, Teams, Outlook, SharePoint) and shared drive systems.
• Project coordination: Experience managing logistics, deadlines, and document workflows.
• Discretion and judgment: Handles confidential or sensitive information appropriately.
• Mission alignment: Deep commitment to Jeremiah Program’s mission of disrupting generational poverty for single mothers and their children.

Preferred Qualifications

• Experience supporting executives or senior leaders in a nonprofit, higher education, or philanthropic setting.
• Familiarity with CRM or donor management tools (e.g., Salesforce, Raiser’s Edge, or similar).
• Excellent relationship management and interpersonal communication skills.

Work Hours & Structure

• Part-time (.5 FTE, approximately 20 hours per week).
• Hybrid structure with flexibility for occasional in-person events or meetings.
• Some evening or weekend support may be required during events or national convenings.

Performance Indicators

• Timely and accurate completion of administrative tasks.
• Effective calendar and workflow management for the assigned Senior Executive Director.
• High-quality documentation, organization, and communication.
• Smooth coordination across multiple campus initiatives.

 [MN1]posted as one year only (with possibility of extending)