Sr. Administrative Assistant

Description

ABOUT JEREMIAH PROGRAM

Jeremiah Program (JP) is a nonprofit organization helping single mothers invest in themselves so they can thrive and take steps towards economic mobility by helping them access higher education, affordable childcare, housing, skills training and career development. JP envisions a world where poverty is no longer feminized; where race is not divorced from gender; where career and financial opportunities are not gentrified; and where women who experience poverty not only hold a seat at the table but hold the mic and curate the agenda.

Jeremiah Program offers one of the nation's most successful strategies for disrupting poverty, two generations at a time. At JP, we believe that no mother should have to make the untenable choice between investing in herself or supporting her children. Our holistic approach invites single mothers into the leadership tent and encourages families to bring all of their identities to bear in achieving their goals in pursuit of economic mobility.

Founded in 1993, this year JP is supporting over 2,000 moms and kids across nine residential and non-residential campuses: Austin, Baltimore, Boston, Brooklyn, Fargo, Las Vegas, Minneapolis, St. Paul, and Rochester.

POSITION SUMMARY

Jeremiah Program seeks a part-time Sr. Administrative Assistant (20 hours/week) to provide high-level administrative, logistical, and operational support to the Senior Executive Director (SED) of Residential Campuses, based in Rochester, MN. This role supports the SED by driving alignment, efficiency, and clear communication across multiple sites.

The Sr. Administrative Assistant works closely with the assigned Senior Executive Director (SED) to manage complex calendars, coordinate meetings and initiatives, prepare reports and materials, and support day-to-day operations in a fast-paced, mission-driven environment.

The ideal candidate is detail-oriented, proactive, and able to balance multiple priorities with professionalism, clarity, and warmth.

PRIMARY RESPONSIBILITIES

Executive & Administrative Support

• Manage calendars and coordinate meetings across time zones and campus teams.

• Prepare and format briefing documents, slide decks, and reports (e.g., Board updates, campus support team feedback, and funder packets).

• Maintain task lists, deadlines, and follow-up systems to ensure projects remain on track.

• Support travel logistics, reimbursements, and credit card reconciliations.

• Draft and proofread correspondence, 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.

Other Duties as Assigned: This job description provides a comprehensive overview of the role's responsibilities, but it's important to note that duties, responsibilities, and activities may evolve with or without prior notice.

Requirements

• Hybrid structure with flexibility for occasional in-person events or meetings

o Some evening or weekend support may be required during events or national convenings

• BA/BS in relevant field preferred

• 5+ years' professional experience with at least 3+ years' 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.

• 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.

• 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.

SALARY & BENEFITS

Compensation for this role is set at an hourly rate starting at $25.00 per hour commensurate with relevant experience and qualifications and in alignment with internal equity. Additionally, we offer supplemental benefits and paid time off.

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