Administrative Assistant Project Coordinator

Phoenix Alternatives, Inc.; Northern (KY); Hybrid; USD 28,000 - 33,000; Full time

Benefits offered by this job

403(b)

Paid time off

Health savings account

Dental insurance

Life insurance

Disability insurance

Paid holidays

Job summary

Phoenix Alternatives, Inc. is hiring an Administrative & Project Coordinator to support the President and fundraising/communications functions in a flexible, on-site role in Saint Paul/White Bear Lake, MN.

The candidate will handle scheduling, reporting, and AI-powered productivity improvements, with opportunities to lead small to medium projects and collaborate across departments. Ideal candidates are organized, tech-friendly, and comfortable using AI tools to streamline workflows, draft

Qualifications

• Previous administrative, office support, coordinator, or project management experience required.
• Self-motivated, flexible, and comfortable managing multiple priorities.
• Demonstrated comfort using AI tools and technology to improve work quality and efficiency.

Responsibilities

• Provide administrative and project support to the President, including scheduling and documentation.
• Assist fundraising campaigns and communications projects, including mailings and emails.
• Coordinate photography and video at program locations for marketing materials.
• Monitor social media trends and identify content opportunities for outreach.
• Assist with donor data entry and maintaining donor and campaign records.
• Lead or coordinate projects such as data collection, file organization, events support, and research.

Skills

Administrative

Project coordination

AI tools usage

Microsoft Office

Communication

Time management

Tools

ChatGPT

Claude

Microsoft Copilot

Job description

Administrative Assistant Project Coordinator Location: On site 3700 Highway 61 North, Saint Paul/White Bear Lake, MN 55110 Schedule: Flexible (32 to 40 hours/week) Reports to: President

Position Summary We are seeking a dependable, detail-oriented Administrative & Project Coordinator to support the President and fundraising/communications functions. The ideal candidate is organized, tech-friendly, comfortable using AI tools to work efficiently, and able to implement parts or all of small and medium-sized projects, either independently or working with others. This role is well suited for someone with the right skills and disposition but less experience who has outgrown their current job, or an experienced professional seeking meaningful, flexible work.

Key Responsibilities

• Provide administrative and project support to the President, including scheduling, meeting preparation and communication, document preparation, productivity enhancements and project delivery, along with a range of ongoing and as-needed support responsibilities

• Assist the Communications and Development lead with the coordination, distribution and tracking of fundraising campaigns and communications projects, including direct mail, email, and other outreach.

• Help capture and organize photography and video at PAI program locations, events, and community activities for use in communications and marketing materials

• Monitor social media trends and identify relevant content, engagement, and communication opportunities for PAI

• Assist with donor data entry, recordkeeping, acknowledgments, and maintaining accurate donor and campaign information

• Lead or coordinate projects as assigned. Sample project types might include data collection and organization, electronic and other file organization or re-structuring, event support, online research and data assembly, and others.

• Use AI tools (e.g., ChatGPT, Claude, Microsoft Copilot) to draft and improve correspondence, support research, streamline reporting and workflows, and help others become more efficient and productive

• Prepare reports, presentations, and internal communications

• Maintain organized electronic and paper files

• Coordinate across departments to keep projects and communication moving forward and on track

• Perform other duties as assigned

Qualifications

• Previous administrative, office support, coordinator, or project management experience required

• Self-motivated, flexible, and comfortable managing multiple priorities

• Demonstrated comfort and growth using AI tools (e.g., ChatGPT, Claude, Copilot) and other technology resources to improve work quality and efficiency. This is not a tech job, nor should this person be uncomfortable or unaccustomed to leveraging technology in fundamental as well as creative ways

• Experience managing or coordinating projects; experience with cross-functional or systems-related projects preferred

• Strong organizational and time management skills; excellent attention to detail

• Strong written and verbal communication skills

• Proficiency with Microsoft Office

• Ability to handle sensitive or confidential information with discretion

Why Join Us

• Flexible schedule options

• Meaningful, varied work that includes ongoing routines along with a variety of interactions and projects

• Direct exposure to executive operations and fundraising/communications systems and processes

• Opportunity to support how AI tools are used across the organization

• Supportive, mission-driven environment where the mission is focused on serving adults with developmental disabilities

• PAI is a dog friendly office

Pay Rate: $20 to $24 per hour.

Benefits

• 403(b)
• Paid time off
• Health savings account
• Dental insurance
• Life insurance
• Disability insurance
• Paid holidays

PAI is fully committed to equal employment opportunity. All employment decisions are made without regard to race, color, age, religion, sex, pregnancy, marital status, familial status, disability, national origin, sexual orientation, veteran status, status with regard to public assistance, or activity in a local human rights commission.