Administrative Assistant Project Coordinator

PAI; Saint Paul (MN); On-site; USD 57,308,000 - 68,770,000; 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

PAI is seeking an Administrative Assistant Project Coordinator to support the President and fundraising/communications efforts from an on-site location in Saint Paul, MN. The role combines administrative duties with project coordination across departments, leveraging AI tools to increase efficiency and impact.

The ideal candidate is organized, tech-friendly, comfortable with AI, and able to manage multiple priorities in a flexible schedule (32–40 hours/week).

Qualifications

• Previous administrative or project coordination experience.
• Ability to manage multiple priorities and meet deadlines.
• Experience using AI tools to improve efficiency.
• Strong written and verbal communication skills.

Responsibilities

• Provide admin and project support to the President, including scheduling and document prep.
• Assist fundraising and communications campaigns with coordination and tracking.
• Capture and organize photos/videos for communications materials.
• Monitor social media trends for engagement opportunities.
• Assist with donor data entry and maintaining donor records.
• Lead or coordinate projects and organize files and data.
• Use AI to draft correspondence and streamline reporting.
• Prepare reports and internal communications.
• Maintain organized electronic and paper files.
• Coordinate across departments to keep projects on track.
• Perform other duties as assigned.

Skills

Microsoft Office

Attention to detail

Written and verbal communication

AI tools usage

Multi-tasking

Discretion with confidential info

Cross-functional coordination

Tools

AI tools (ChatGPT, Claude, 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.