Administrative Assistant

Job Description: Administrative Coordinator / Administrative Assistant

Organization: Segs4Vets

Location: St. Louis, Missouri (Frontenac area)

Position Type: Full-time / Part-time (depending on needs)

Reports To: Executive Director / President / Board of Directors

Organization Overview

Segs4Vets is a 501(c)(3) nonprofit organization founded in 2005 dedicated to enhancing the quality of life for permanently disabled U.S. military veterans and first responders. We provide universally designed mobility devices (such as Segways and ALLY Chair adapted Segways), maintenance support, and related services to promote independence, community reintegration, and dignity. Our small, mission-driven team operates primarily with volunteers and relies on strong administrative support to sustain operations.

Position Summary

The Administrative Coordinator plays a vital role in the day-to-day operations of Segs4Vets. This position provides essential administrative, logistical, and operational support to ensure efficient program delivery, donor relations, veteran services coordination, and compliance. The ideal candidate is organized, compassionate, detail-oriented, and passionate about supporting veterans.

Key Responsibilities

• General Administration: Manage day-to-day office operations, including scheduling, correspondence, filing systems (physical and digital), and supply inventory.
• Veteran & Program Support: Assist with application processing, recipient coordination, scheduling device presentations/awards, follow-up communications, and maintenance/service requests.
• Donor & Fundraising Support: Help maintain donor databases, process donations and acknowledgments, prepare thank-you letters, and support fundraising events and campaigns.
• Communications: Draft and manage emails, newsletters, social media posts (in coordination with leadership), and website updates. Handle inquiries from veterans, donors, volunteers, and the public.
• Record Keeping & Compliance: Maintain accurate records for grants, 501(c)(3) compliance, financial tracking (in coordination with treasurer/bookkeeper), and program statistics (e.g., devices awarded, support services provided).
• Event & Logistics Coordination: Support planning and execution of award ceremonies, fundraising events, 5K runs, and volunteer activities.
• Volunteer Management: Assist with recruiting, onboarding, and coordinating volunteers.
• Other Duties: Perform additional tasks as needed to support the mission, including basic financial reconciliation, report preparation, and facility/equipment coordination.

Qualifications

• Education: Associate’s or Bachelor’s degree in Business Administration, Nonprofit Management, Communications, or a related field preferred (or equivalent experience).
• Experience: 2+ years of administrative experience, ideally in a nonprofit, veteran-serving organization, or small team environment.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook), Google Workspace, and database management .
• Familiarity with social media platforms (Facebook, Instagram) is a plus.
• Basic understanding of nonprofit operations, grant reporting, or QuickBooks is advantageous.
• Deep respect for veterans and commitment to the mission.
• High level of professionalism, discretion, and empathy.
• Ability to work independently and collaboratively in a small organization.
• Valid driver’s license and ability to occasionally travel for events.

What We Offer

• Opportunity to make a direct, meaningful impact on the lives of disabled veterans.
• Supportive, mission-focused work environment.
• Competitive compensation commensurate with experience.
• Flexible schedule options (for part-time).

Segs4Vets is an equal opportunity employer committed to diversity and inclusion.

This role is foundational to our ability to continue delivering mobility solutions and support to America’s heroes. If you are organized, reliable, and driven by service, we encourage you to apply.

To apply, please send your resume and cover letter to View email address on jobs.institutedata.com

Pay: From $40,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Work Location: In person