Senior Administrative Assistant - Nonprofit (Temporary)

Job Description

Job Description

Pay: $31.25 - $36.06/hour + Free Parking & Accrued Paid Leave

Company/Position Overview: Our client, a nonprofit in Cherry Creek that serves and supports individuals with a genetic disorder, is seeking a temporary, strong-foot-in-the-door Senior Administrative Assistant. The Senior Administrative Assistant will support the Executive Assistant team that supports the President & CEO and other department heads as needed. This role has potential to transition into an Executive Assistant position. Key Responsibilities include providing high-level administrative and operational support; coordinating complex scheduling, travel, meetings, and logistics for internal and external stakeholders; supporting organizational communications, events, and executive-level projects; and serving as a proactive partner in managing priorities in a fast-paced, high-demand environment.

Schedule: Monday - Friday, 9:00 am - 6:00 pm (1-hour unpaid meal break). Option for remote work on Friday

Assignment Length: 3-4 months with the potential to extend or be offered permanent employment

Job Duties: 

Key Responsibilities

• Manage a high-volume, complex calendar with competing internal and external priorities, including coordinating executive meetings, preparing materials, and ensuring timely follow-up 
• Arrange detailed travel and itineraries for the President & CEO, consultants, visitors, and select VIPs, including researching and booking flights and hotels, preparing travel binders, and tracking related expenses 
• Support planning and execution of the annual fundraising events, including VIP travel logistics, volunteer coordination, itinerary preparation, gift and supply ordering, expense tracking, and maintaining event templates and spreadsheets 
• Prepare and coordinate correspondence, mailings, presentations, meeting materials, Board binders, and conference packets for executive meetings and events 
• Support the planning and execution of twice-annual Board of Directors meetings, including maintaining timelines and deliverables, tracking RSVPs, coordinating speaker communications, gathering presentations and slide decks, managing A/V and Zoom logistics, and disseminating meeting materials 
• Maintain and organize physical and digital filing systems, shared drives, file indexes, and confidential organizational records in accordance with established protocols and document retention policies 
• Support expense reporting and monthly credit card reconciliation, including organizing, coding, and reconciling receipts and purchases 
• Provide administrative support for Human Resources functions, including onboarding new employees, maintaining confidential personnel files and records, coordinating new hire paperwork and logistics, assisting with trainings and acknowledgements, supporting benefits and compliance documentation, tracking PTO and staff information, and maintaining HR systems and records 

Executive Assistant Team Support

• Provide back-up support for daily schedules and help keep the Executive Assistant team on track with shifting priorities and deadlines 
• Assist with executive and organizational gift management, including researching gift options, placing orders, tracking expenses, and maintaining historical gift records 
• Coordinate internal team needs and office support functions, including lunch orders, meeting set-up and clean-up, supply coordination, and on-site logistics 
• Support high-level meetings through scheduling coordination, communications, preparation of meeting materials, and day-of logistical support 
• Assist with executive travel, including researching accommodation, preparing itineraries, and organizing materials as needed 
• Help maintain organized shared drives, templates, operational documents, and departmental resources in accordance with company protocols 
• Coordinate staff development trainings, team-building activities, and other internal engagement initiatives 
• Assist with drafting and maintaining standard operating procedures and internal process documentation 
• Perform other duties as assigned in support of the President & CEO and Executive Assistant team

Qualifications:

• Bachelor’s degree or equivalent professional experience with 5+ years of executive support or administrative experience 
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) 
• Demonstrated experience supporting senior leadership, including proactively anticipating executive needs and managing complex calendars, travel, and event logistics 
• High level of professionalism, discretion, and ability to handle confidential information 
• Strong judgment and problem-solving skills, including knowing when to act independently and when to seek guidance 
• Ability to remain composed and effective in fast-paced, high-pressure environments 
• Excellent verbal and written communication skills, with the ability to interact effectively across all levels of an organization 
• Exceptional organizational skills with strong attention to detail, accuracy, and follow-through 
• Proven ability to manage multiple priorities, adapt to shifting demands, and execute projects from start to finish 
• Positive, proactive, and team-oriented approach with a strong work ethic 
• Passion for social justice and nonprofit work

J. Kent Staffing is an Equal Opportunity Employer