Sr. Administrative Assistant (Part-time, One Year)

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 is a one-year commitment with the potential for continued growth and longer-term opportunities after the first year. 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.