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Administrative Specialist & Executive Assistant

Applications will be reviewed immediately. Position will remain open until filled. Apply Now

Full time, Exempt position: Monday-Friday, 9am - 5pm. Occasional weekend or evening hours may be assigned as needed.

Salary Range:

  • 1-2 years experience: $36,400 - $38,000
  • 2-3 years experience: $38,000 - $40,000
  • 4+ years experience: $40,000 - $42,000

The following job description includes major responsibilities and expectations. This list is not all-inclusive; this role may be expected to perform job-related duties beyond those contained in this list. 


Job Summary

The Administrative Specialist & Executive Assistant will work directly with the Executive Director and will be responsible for performing a number of administrative duties in HR, donor management, and general organizational support. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced non-profit environment.


Key Accountabilities

  • Assist the Executive Director in multiple projects, primarily in donor engagement and management, creating and maintaining organizational materials, and maintaining director’s calendar and correspondence
  • Must divide time between multiple partners and projects, including planning, processing, and implementation.
  • Work with project staff to assist in tracking and data upload to relevant database systems
  • Coordinate signing grant MOUs and contracts
  • Prepare quality documentation by collecting, analyzing, and summarizing information for board reports
  • Work a flexible work schedule to accommodate the agency’s needs as applicable and perform other work as requested by administrators



  • 2 years minimum experience in similar position preferred
  • Must be able to work independently and demonstrate team-building, problem-solving, time management, stress management, and decision-making skills
  • Must possess great communication skills including effective verbal, writing and listening skills and the ability to create presentations
  • Excellent organizational and leadership skills including the ability to maintain effective working and community relationships
  • Communicate in a friendly and informative manner with people from a wide variety of cultural and ethnic backgrounds
  • Must have great attention to detail
  • Must have good computer skills and be proficient in Microsoft Suite and Google Suite
  • Must develop proficiency in database management



  • Monthly accruing health and wellness reimbursement
  • SIMPLE IRA retirement plan, 2% employer contribution after 1 year
  • 16 paid holidays, including 3 floating personal holidays
  • Infant-at-Work Program
  • Vacation Time: 80 hours per year in first year of employment
  • Sick Leave, Bereavement Leave, and Civic Leave
  • Paid Family Leave after 1 year
  • EAP (Employee Assistance Program)
  • A diverse and inclusive workplace