Administrative Assistant

MindUP Administrative Assistant

MindUP is a leading nonprofit organization grounded in neuroscience, positive psychology, and social-emotional learning. For 20+ years our preventative mental health program has equipped students, educators, and families with mental fitness tools that build greater emotional literacy and improve resilience to face challenges with optimism, strength, and compassion.

MindUP is seeking a highly organized and adaptable part-time Administrative Assistant to provide direct support to the CEO and assist with daily operations across the organization. This role is ideal for someone with strong administrative experience who thrives in a dynamic, mission-driven environment and enjoys managing a variety of tasks with professionalism and discretion. The ideal candidate will bring familiarity with nonprofit operations, donor management, or grant reporting, along with a genuine passion for social impact and a deep alignment with MindUP's mission to advance mental health education and emotional well-being.

Key Responsibilities

Executive Support

• Provide daily administrative support to the CEO, including calendar management, meeting preparation, and task coordination
• Draft emails, memos, and correspondence on behalf of the CEO
• Assist with prioritizing and tracking key initiatives, deadlines, and follow-ups
• Coordinate logistics for board meetings, donor calls, and external engagements
• Help manage confidential information and sensitive communications with discretion

General Administrative Support

• Maintain organized digital filing systems for program, donor, and compliance records
• Prepare meeting agendas, take minutes, and support follow-up communications
• Liaise with vendors, consultants, and external partners as needed
• Assist Finance team with expense tracking, invoice processing, and basic bookkeeping

• Support Development team with grant documentation, donor reporting, and budget monitoring
• Help CEO to ensure compliance with nonprofit regulations and internal policies

Qualifications

• Minimum 6 years of administrative experience, ideally in a nonprofit or mission-driven setting
• Proven experience supporting senior leadership or executive-level staff
• Strong organizational and multitasking skills
• Excellent written and verbal communication abilities
• Adept in Microsoft 365, Adobe, MS Teams, WebEx, and Zoom, Project Management tool (Asana) and CMS (WordPress)
• Proficiency in basic CRM (Sales Force) for donor management and accounting platforms (QuickBooks)
• Skilled in facilitating team dialogue and updates via Slack
• Experience in navigating virtual meeting platforms (Zoom, Microsoft Teams)
• Ability to work independently and collaboratively in a small team
• Commitment to confidentiality and professionalism

As a member of our mission-driven team, you will join a community that values well-being, empathy, and innovation at its core. You will have the opportunity to help shape the future of social-emotional learning in schools and communities, contributing to work that directly impacts children and educators around the world. Our flexible hybrid environment fosters collaboration among passionate, purpose aligned professionals, offering a meaningful space where your contributions can make a measurable difference every day.

MEC is proud to be an equal-opportunity employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military status, ancestry, sexual orientation, marital status, family structure, medical conditions, including genetic characteristics or information on, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.