Administrative Assistant Project Coordinator

Job Description

Job Description

Administrative Assistant Project Coordinator Location: On site 3700 Highway 61 North, Saint Paul/White Bear Lake, MN 55110 Schedule: Flexible (32 to 40 hours/week) Reports to: PresidentPosition Summary We are seeking a dependable, detail-oriented Administrative & Project Coordinator to support the President and fundraising/communications functions. The ideal candidate is organized, tech-friendly, comfortable using AI tools to work efficiently, and able to implement parts or all of small and medium-sized projects, either independently or working with others. This role is well suited for someone with the right skills and disposition but less experience who has outgrown their current job, or an experienced professional seeking meaningful, flexible work.Key ResponsibilitiesProvide administrative and project support to the President, including scheduling, meeting preparation and communication, document preparation, productivity enhancements and project delivery, along with a range of ongoing and as-needed support responsibilitiesAssist the Communications and Development lead with the coordination, distribution and tracking of fundraising campaigns and communications projects, including direct mail, email, and other outreach.Help capture and organize photography and video at PAI program locations, events, and community activities for use in communications and marketing materialsMonitor social media trends and identify relevant content, engagement, and communication opportunities for PAIAssist with donor data entry, recordkeeping, acknowledgments, and maintaining accurate donor and campaign informationLead or coordinate projects as assigned. Sample project types might include data collection and organization, electronic and other file organization or re-structuring, event support, online research and data assembly, and others.Use AI tools (e.g., ChatGPT, Claude, Microsoft Copilot) to draft and improve correspondence, support research, streamline reporting and workflows, and help others become more efficient and productivePrepare reports, presentations, and internal communicationsMaintain organized electronic and paper filesCoordinate across departments to keep projects and communication moving forward and on trackPerform other duties as assignedQualificationsPrevious administrative, office support, coordinator, or project management experience requiredSelf-motivated, flexible, and comfortable managing multiple prioritiesDemonstrated comfort and growth using AI tools (e.g., ChatGPT, Claude, Copilot) and other technology resources to improve work quality and efficiency. This is not a tech job, nor should this person be uncomfortable or unaccustomed to leveraging technology in fundamental as well as creative waysExperience managing or coordinating projects; experience with cross-functional or systems-related projects preferredStrong organizational and time management skills; excellent attention to detailStrong written and verbal communication skillsProficiency with Microsoft OfficeAbility to handle sensitive or confidential information with discretionWhy Join UsFlexible schedule optionsMeaningful, varied work that includes ongoing routines along with a variety of interactions and projectsDirect exposure to executive operations and fundraising/communications systems and processesOpportunity to support how AI tools are used across the organizationSupportive, mission-driven environment where the mission is focused on serving adults with developmental disabilitiesPAI is a dog friendly officePay Rate: $20 to $24 per hour. How to Apply: Please apply with your resume and a brief cover letter outlining your interest and relevant experience.Benefits 403(b)Paid time offHealth savings accountDental insuranceLife insuranceDisability insurancePaid holidays PAI is fully committed to equal employment opportunity. All employment decisions are made without regard to race, color, age, religion, sex, pregnancy, marital status, familial status, disability, national origin, sexual orientation, veteran status, status with regard to public assistance, or activity in a local human rights commission.

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