Administrative Assistant/Project Coordinator

USA Cares, Inc.; Louisville (KY); Híbrido; USD 38 000 - 48 000; Tempo integral

Resumo da oferta

USA Cares, Inc. is seeking an Administrative Assistant / Project Coordinator to support daily operations of a national nonprofit focused on military families.

Hybrid work arrangement; role covers calendar management, travel planning, expenses, meeting coordination, and donor communications. You will work across teams, prepare agendas, minutes, and documents, assist with project timelines and board activities, and help maintain filing systems while upholding confidentiality and mission-driven

Qualificações

• 1–3 years of administrative, professional, or coordination experience.
• Nonprofit experience is strongly preferred.
• Excellent written and verbal communication across internal and external stakeholders.
• Strong organizational and documentation skills with attention to detail.

Responsabilidades

• Provide administrative support to ensure efficient day-to-day office operations.
• Manage correspondence, calendars, scheduling, travel arrangements, and meeting coordination for staff and leadership.
• Process expense reports, invoices, and maintain organized records and filing systems.
• Coordinate general office operations, including greeting visitors and maintaining office organization.
• Support board and committee activities by scheduling meetings, preparing agendas, distributing materials, and recording meeting minutes.
• Track project timelines, milestones, and deliverables to support organizational initiatives and program goals.
• Assist managers with event planning, research, report preparation, and meeting logistics.
• Create and organize project documentation, reports, and electronic filing systems.
• Draft emails and reports on behalf of leadership or project teams.
• Liaise between staff, volunteers, donors, board members, and external stakeholders as needed.
• Utilize organizational software for project tracking, reporting, budgeting support, and data management.
• Maintain confidentiality and professionalism in all communications.
• Collaborate with team members to support mission-driven initiatives.

Conhecimentos

Written and verbal communication

Organizational skills

Multitasking and prioritization

Collaborative teamwork

Mission-driven

Ferramentas

Microsoft Office Suite

Google Workspace

Raiser’s Edge donor CRM

Descrição da oferta de emprego

About the Company

USA Cares, Inc. is a national nonprofit dedicated to supporting post-9/11 military service members, veterans, and their families through financial assistance and advocacy programs. We help military-connected families overcome critical financial challenges and achieve stability during times of crisis. Our mission is rooted in compassion, integrity, and service to those who have served our country.

About the Role

The Administrative Assistant / Project Coordinator plays a critical role in supporting the daily operations and organizational initiatives of USA Cares, Inc. This hybrid position provides comprehensive administrative support while assisting with project coordination, board activities, donor communications, and operational efficiency.

Responsibilities

• Provide administrative support to ensure efficient day-to-day office operations.
• Manage correspondence, calendars, scheduling, travel arrangements, and meeting coordination for staff and leadership.
• Process expense reports, invoices, and maintain organized records and filing systems.
• Coordinate general office operations, including greeting visitors, ordering supplies, and maintaining office organization.
• Support board and committee activities by scheduling meetings, preparing agendas, distributing materials, and recording meeting minutes.
• Track project timelines, milestones, and deliverables to support organizational initiatives and program goals.
• Assist managers and leadership with event planning, research, report preparation, and meeting logistics.
• Create, maintain, and organize project documentation, reports, and electronic filing systems.
• Draft emails, reports, and other professional communications on behalf of leadership or project teams.
• Serve as a liaison between staff, volunteers, donors, board members, and external stakeholders as needed.
• Utilize organizational software and systems for project tracking, reporting, budgeting support, and data management.
• Maintain confidentiality and professionalism in all communications and administrative responsibilities.
• Collaborate with team members to support organizational goals and mission-driven initiatives.

Qualifications

• Experience: 1–3 years of experience in an administrative, professional, or coordination role required; nonprofit experience strongly preferred.

Required Skills

• Communication Skills: Strong written and verbal communication skills with the ability to interact professionally with internal and external stakeholders.
• Organizational Skills: Exceptional ability to manage multiple priorities, deadlines, and projects in a fast-paced environment.
• Attention to Detail: High level of accuracy and organization in documentation, scheduling, and reporting.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace required; experience with donor databases or CRM systems (e.g., Raiser’s Edge) preferred.
• Problem-Solving: Ability to proactively identify needs, resolve issues, and support operational efficiency.
• Team-Oriented: Ability to work collaboratively in a mission-driven, team-focused environment.
• Mission Alignment: Commitment to the mission and values of USA Cares, Inc.

Preferred Skills

• Nonprofit experience preferred.

Equal Opportunity Statement

USA Cares, Inc. is committed to diversity and inclusivity in the workplace. We encourage applications from individuals of all backgrounds and experiences.