Administrative Assistant

Carter Hears!® & Quill Model® | Fort Mill, SC
Part-Time | Approximately 25 Hours per Week | Potential Hybrid

Carter Hears!® is seeking a dependable, organized, creative, and proactive Office Assistant to provide administrative, operational, communications, and program support across Carter Hears!® and our sister company, Quill Model®. This position is ideal for someone who communicates professionally, manages multiple priorities effectively, takes initiative, and is equally comfortable supporting day-to-day office operations and helping move projects forward.

This is a hybrid position averaging approximately 25 hours per week , with a minimum of two days per week working in our Fort Mill, SC office . Candidates should live within approximately 20–30 miles of Fort Mill to support consistent in-office and operational responsibilities.

Key Responsibilities

Administrative & Office Support

• Provide administrative and secretarial support to leadership and team members
• Organize, maintain, scan, file, and manage electronic and physical records
• Assist with document preparation, data entry, correspondence, scheduling, and general administrative needs
• Maintain trackers, spreadsheets, records, calendars, and organizational systems
• Track deadlines and outstanding items and provide appropriate follow-up
• Manage printing, copying, shipping, mailing, and preparation of organizational materials
• Monitor and respond to general email inquiries and appropriately route questions or requests
• Communicate professionally with team members, applicants, school partners, program participants, presenters, community members, vendors, and other contacts

HR & Recruitment Support

• Provide administrative support for recruitment, hiring, and onboarding processes
• Monitor applicant activity and maintain organized candidate and application records
• Communicate with applicants regarding general questions, required information, scheduling, and next steps as directed by leadership
• Assist with onboarding documentation, records, and preparation for new team members
• Support the organization and maintenance of personnel-related documentation
• Direct HR, employment, or personnel matters requiring additional guidance or decision-making to appropriate leadership

Creative, Communications & Digital Support

• Utilize Canva proficiently to design and create professional, visually engaging materials while maintaining established branding and visual consistency
• Create and prepare social media graphics and carousels, flyers, newsletters, presentations, one-pagers, forms, certificates, event materials, educational resources, promotional materials, and other branded content
• Support social media content preparation, including formatting captions, scheduling content, repurposing existing content, and supporting short-form video materials
• Assist with formatting newsletters and preparing email communications and campaigns
• Create and maintain communication templates, contact or distribution lists, reminders, follow-ups, and response tracking
• Utilize Microsoft 365 and Google Suite, including all related tools
• Maintain organized digital files, shared resources, and materials across organizational platforms

Program, Project & Event Support

• Assist leadership with coordinating programs, professional development opportunities, events, campaigns, and organizational initiatives
• Support projects from initial planning through implementation by developing timelines, checklists, trackers, materials, and other organizational resources
• Organize program information and monitor upcoming deadlines and deliverables
• Assist with registrations, participant communication, materials, and follow-up
• Identify missing information, process gaps, or next steps and communicate them appropriately
• Help develop and improve systems, workflows, checklists, and processes that support efficient operations
• Conduct basic research and organize information related to professional resources, conferences, potential partners, programs, and organizational projects as assigned

Operational & Materials Support

• Organize and prepare physical materials for professional development, conferences, team events, programs, and other organizational activities
• Maintain office supplies, physical resources, equipment, and organizational materials
• Maintain and organize the Carter Hears!® storage unit, including tracking inventory, organizing materials, and retrieving or returning items as needed
• Assist with transporting, packing, unpacking, and organizing materials for organizational activities
• Monitor inventory and identify materials or supplies that need to be replenished

Qualifications

The ideal candidate will have:

• Previous experience in an office assistant, administrative assistant, secretary, program assistant, or similar administrative support role
• Strong proficiency with Microsoft 365 / Google Suite
• Demonstrated proficiency with Canva design , with the ability to independently create polished, professional, and branded visual materials
• Experience with social media content and scheduling, newsletters , email communications, or other organizational communications
• Strong written and verbal communication skills and collaborate effectively within a team
• Strong organizational and time-management skills
• Ability to manage multiple projects, priorities, deadlines, and details with consistent follow-through
• Strong attention to detail and accuracy
• Strong critical-thinking and problem-solving skills
• Ability to take an assignment or idea, identify necessary next steps, and help move it toward completion
• Ability to develop and maintain trackers, checklists, workflows, and organizational systems
• Ability to work independently, take initiative, and recognize when a matter should be elevated to leadership
• Ability to handle organizational and personnel information with professionalism and discretion
• Willingness to learn and navigate new technology, systems, and processes
• Ability to manage physical office and storage materials, including organizing, transporting, retrieving, and maintaining inventory as needed

Preferred Experience

• Program, project, or event coordination
• Educational, nonprofit, professional development, or related organizations
• Research and resource development
• Developing organizational systems, workflows, or standard operating procedures
• Familiarity with Deaf Education, accessibility, interpreting, disability services, or related fields

Schedule & Location

This position averages approximately 25 hours per week and offers a hybrid schedule. A minimum of two days per week in the Fort Mill office is required, with additional responsibilities completed remotely as appropriate.

Candidates should reside within approximately 20–30 miles of Fort Mill, South Carolina , as the position includes regular in-person responsibilities at the office and access to organizational storage and materials.

About Carter Hears!® & Quill Model®

Carter Hears!® supports Deaf and Hard of Hearing students and the professionals and school districts who serve them. Quill Model® advances professional learning, resources, programs, and collaborative opportunities for professionals, families, and communities working alongside Deaf and Hard of Hearing students.

We are looking for someone who is organized, dependable, resourceful, creative, and proactive —someone who can move comfortably between administrative responsibilities, communication and creative projects, applicant and team support, program coordination, and hands-on operational needs while contributing to the work of both organizations.