Administrative Assistant :: Nashville, TN (Hybrid)

Administrative Assistant

Location: Nashville, TN

Duration: 12 months (Hybrid)

Seeking for Administrative Assistant supporting day-to-day administrative operations related to project management, including invoice processing, documentation, and tracking of grant expenditures to ensure compliance with requirements.

Key Responsibilities:

• Serve as the primary point of contact with Vendor and approved retail partners to coordinate the Gift Registry and ensure timely fulfillment.
• Assist with continuous quality improvement (CQI): identify operational bottlenecks, propose fixes, and document process changes.
• Monitor for equity considerations (e.g., rural delivery constraints, language access needs) and escalate barriers to the Program Director.
• Support training logistics (virtual and in-person) for care coordinators and partners through registration, materials printing, and attendance tracking.
• Contribute to project sustainability planning: capture lessons learned and assist with scaling SOPs statewide.
• Develop and deliver monthly data reports and program updates, including preparing and presenting project information to stakeholders.
• Prepare and distribute culturally responsive materials on safe sleep, urgent maternal warning signs, breastfeeding, and mental health resources in coordination with program staff.
• Schedule and coordinate bi-weekly program meetings, vendor check-ins, and partner touchpoints; prepare agendas, minutes, and action logs.
• Maintain organized project files (SharePoint or other systems) including approvals, receipts, shipping confirmations, SOPs, and meeting artifacts.
• Draft memos, email templates, and participant-facing communications; ensure plain-language and accessible formatting.

Minimum Requirements:

• Graduation from an accredited college or university with an associate or bachelor's degree is required.
• At least one year of experience providing administrative or fiscal support for grant-funded programs.
• Supervisory experience preferred.