Hybrid Administrative & Project Coordinator (Nonprofit)

USA Cares, Inc.; Louisville (KY); Hybrid; USD 38,000 - 48,000; Full time

Job summary

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

Qualifications

• 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.

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 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.

Skills

Written and verbal communication

Organizational skills

Multitasking and prioritization

Collaborative teamwork

Mission-driven

Tools

Microsoft Office Suite

Google Workspace

Raiser’s Edge donor CRM

Job description

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