Administrative Assistant

Job Description

Job Description

We are looking for an organized and service-oriented Administrative Assistant to support a mission-driven non-profit organization in Chattanooga, Tennessee. This contract-to-permanent opportunity is ideal for someone who enjoys balancing executive support, office coordination, and community-facing responsibilities in a collaborative environment. The person in this role will help keep daily operations running smoothly while contributing to events, partner communication, and outreach efforts that strengthen the organization’s impact across the community.

Responsibilities:
• Support the Vice President and leadership staff by coordinating schedules, arranging meetings, managing travel details, and handling sensitive correspondence with discretion.
• Create and organize business materials such as presentations, reports, agendas, and follow-up notes to ensure meetings and projects stay on track.
• Provide administrative coordination for board and committee activities, including preparing documents, managing communications, and overseeing meeting logistics.
• Serve as a key point of contact for the office by answering incoming calls, processing mail and deliveries, and maintaining efficient front desk operations.
• Help maintain a detail-oriented and welcoming workplace by overseeing conference room readiness, monitoring office supplies, and coordinating shared space usage.
• Organize internal and external gatherings, including workshops, nonprofit events, committee sessions, community meetings, and other scheduled programs.
• Assist with community impact efforts by supporting partner outreach, grant-related coordination, and communications tied to nonprofit initiatives.
• Contribute to advocacy and public affairs activities by scheduling appointments, preparing supporting materials, and coordinating event or meeting logistics.• At least 2 years of experience in administrative support, office coordination, customer service, or a closely related function.
• Strong written and verbal communication skills with the ability to interact professionally with a wide range of stakeholders.
• Demonstrated ability to prioritize multiple assignments, stay organized, and meet deadlines in a fast-paced setting.
• High level of professionalism, sound judgment, and attention to detail when handling confidential or sensitive information.
• Ability to work independently while also partnering effectively with leadership, colleagues, and community contacts.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience with data entry, appointment coordination, inbound call handling, and general office administration.
• Familiarity with donor, nonprofit, or grant management systems is helpful but not required.