Administrative Assistant

Administrative Assistant

Play a role in helping clients by serving in an administrative role!

Be the backbone of hope and healing. At Minnesota Adult & Teen Challenge, every role matters in helping people overcome addiction and find a new path forward. Whether you're working directly with clients or supporting behind the scenes, your contributions make recovery possible. In return, we offer a values-driven workplace, supportive managers, and opportunities to grow. That commitment has earned us recognition from Newsweek as a Best Addiction Treatment Center and seven straight Star Tribune Top Workplace awards.

Job Summary

The Administrative Assistant is responsible for providing high-level administrative and operational support to the Vice President of Recovery Services. This role anticipates administrative needs, manages scheduling and communications, prepares meeting materials, documents key discussions and action items, and supports departmental organization and follow-through. This role requires professionalism, discretion and the ability to build positive working relationships while supporting the mission of Minnesota Adult & Teen Challenge ("MnTC").

Essential Job Responsibilities:

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. The essential functions include the following:

Administrative Support

• Manages the Vice President's calendar, coordinates meeting logistics, prioritizing scheduling needs and anticipates conflicts or competing priorities.
• Serves as the primary administrative support partner to the Vice President by managing day-to-day administrative activities and helping ensure priorities, commitments, and deliverables are organized and communicated effectively.
• Anticipates administrative needs of the Vice President and Recovery Services leadership team by monitoring priorities, coordinating follow-up activities, and helping ensure commitments, deadlines, and departmental initiatives remain on track.
• Coordinates communications for the Vice President, including phone calls, email correspondence, meeting requests and other administrative communications.
• Prepares agendas, reports, presentations, meeting materials, and supporting documentation for meetings and departmental initiatives.
• Assists with the preparation, organization, and distribution of materials for leadership meetings and organizational reporting activities.
• Attends program, leadership and departmental meetings; prepares and distributes meeting minutes, documents key decisions, captures action items, identifies responsible owners and target completion dates, and tracks follow-up activities to support accountability and progress on departmental priorities.
• Tracks assigned projects, deadlines, administrative deliverables and action items for the Vice President and follows up on outstanding items as needed.
• Maintains visibility of outstanding action items and provides regular follow-up to support completion of commitments and departmental objectives.
• Maintains accurate records, files, and documentation to support departmental operations, reporting requirements, and organizational compliance.
• Provides administrative support for special projects, department initiatives and other assignments as requested by the Vice President.
• Supports daily operations by helping the Vice President remain prepared and organized for meetings, events and departmental activities.

Department & Program Coordination

• Coordinates logistics for meetings, trainings, leadership gatherings, department events, and program-related activities.
• Assists with the collection, organization and maintenance of program data, reports, metrics and operational documents.
• Coordinates the administrative tracking of quarterly goals ("rocks") for the Vice President and Program Directors by maintaining progress updates, documenting key milestones, and following up on assigned deliverables and action items.
• Supports communication and information sharing across programs and departments.
• Serves as a professional point of contact for clients and staff.
• Maintains strict confidentiality of sensitive client, employee, program and organizational information.
• Provides administrative support to ensure department activities, communications and documentation are completely accurately and within established timelines.

Required Skills & Experience (Minimum Qualifications):

• Associate degree in Business Administration or related field; or an equivalent combination of education and administrative experience.
• Three (3) to Five (5) years of providing administrative support, including support for a senior leader.
• Must be able to meet at least one of the following requirements:
• a course of study in a health or human services related field leading to a bachelor of arts, bachelor of science, or associate's degree; or
• one year of experience with the target population served; or
• experience as a mental health certified peer specialist according to MN Statutes Sec. 256B.0615.
• Experience managing calendars, coordinating meetings, preparing documentation, maintaining records, and supporting administrative operations.
• Ability to learn and effectively use new technologies, including AI-enabled tools, to improve administrative processes, organization, communication, and productivity.
• Demonstrated ability to manage multiple priorities, maintain attention to detail, and follow assignments through completion.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Microsoft Teams and other business technology tools used to support scheduling, communication, documentation and reporting.
• Ability to communicate information clearly and professionally with clients, employees, leaders and external stakeholders.
• Ability to exercise sound judgment, discretion, and professionalism when handling confidential and sensitive information.
• Ability to maintain strict confidentiality and comply with HIPAA regulations and MnTC policies related to the handling and protection of client information.
• Comfort and compassion in working in an environment with individuals facing life-controlling challenges, such as mental health issues and substance use disorders.
• Demonstrate MnTC's mission, Culture of Honor, core values, and Putting Honor in Action principles through daily interactions, fostering a welcoming, respectful, and relationship-centered environment.
• At least 1 year of freedom from problematic substances.
• This role is client facing and requires the ability to maintain professional boundaries, demonstrate respect for all individuals, and uphold the mission and values of MnTC.
• Must pass a DHS background study as required under MN Statutes, Chapter 245C and applicable Housing Support program requirements.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Prolonged periods of sitting and working on a computer.
• Frequent movement throughout office, program and residential environments.
• Must be able to occasionally lift and carry up to 10 pounds.
• This role is performed primarily in an office setting within a recovery services environment.
• This position is located fully on-site. Regular in-person attendance is required to support leadership, departmental operations, and client-facing responsibilities.

Target Compensation (Negotiable based on qualifications):

$22.22 to $24.76 per hour

Our robust benefits package includes medical, HSA, dental, vision, PTO, dependent care FSA, disability, life insurance and 403b retirement plan.

We seek to recruit, develop and retain the most talented people from a diverse candidate pool in order to successfully meet our mission of helping every Minnesotan find help and healing from addiction.

Mn Adult & Teen Challenge is an Equal Opportunity Employer and does not discriminate based on any category protected by federal, state or applicable laws.

Reasonable accommodation can be provided upon request.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.