We’re Hiring: Administrative Assistant (Part-Time)
TITLE Administrative Assistant
REPORTS TO Senior Administrative Coordinator
SUPERVISES None
TEAM/DEPT Operations
FLSA STATUS Non-Exempt
PT/FT STATUS Part-Time
SCHEDULE 20-25 hours per week. Monday – Friday, 8:30am – 4:30pm or 9:00am – 5:00pm are GSP’s standard hours. However, this position’s hours will vary based on GSP operational and travel requirements.
SALARY LEVEL $25.00-$30.00 per hour
LAST UPDATED February 2025
Role Summary:
The Administrative Assistant will play a critical role in the organization’s daily operations. Primary functions will include coordinating office communications, facilitating key tasks and procedures, maintaining a master schedule of all meetings and commitments, placing orders for supplies when needed, sending emails and packaging, providing logistical support for special events and convenings, and coordinating the director’s schedule, meeting logistics, and travel arrangements. This part-time position reports to the Senior Administrative Coordinator and provides additional support as needed.
Approximate % of time / frequency
Key Responsibilities
85% Administrative Support
● Organizing and scheduling appointments
● Coordinating travel arrangements, off-site meetings, and maintaining the director’s calendar.
● Planning meetings, taking detailed minutes, and following up with staff to ensure action times or tasks are completed.
● Corresponding with internal and external clients via phone, text, email, and virtual platforms.
● Managing the organization’s general emails and correspondence.
● Electronic filing and organizing records, invoices, and other necessary documentation.
● Providing logistical support for all meetings and events.
● Providing support to the Senior Administrative Coordinator for internal communications and correspondence.
● Completing administrative tasks during staff retreats and organizational events
● Supporting Senior Administrative Coordinator with CRM data entry.
● Maintaining an efficient and comfortable office environment for all employees
● Handling administrative tasks from managers and directors
● Managing the organization’s travel platform
● Other related activities as assigned
15% Organizational Responsibilities
● Organizing and prioritizing workload to complete multiple assignments within established time frames effectively.
● Attending regular 1:1 meetings with supervisor, staff meetings, and four in-person staff gatherings.
● Working in conjunction with all departments.
● Supporting planning and attendance at other GSP programs/events as necessary.
● Additional duties as assigned
Required Skills & Abilities:
Required:
● Strong written and verbal communication skills
● Excellent organizational and time management skills
● Great customer service and interpersonal skills
● Friendly, service-oriented personality
● Keen attention to detail
● Valid driver’s license and comfortable operating a motor vehicle
● Problem-solving and basic troubleshooting skills
● Proficiency with Microsoft Office 365, including Outlook
● Comfortable in a fast-paced environment
Required Qualities & Occupational Mindsets:
Required:
- Proven self-starter with a high level of initiative and execution.
- Commitment to racial justice, gender justice, and structural change for social justice in the US South.
Preferred Education, Experience, and Certifications:
- High School Diploma and or relevant experience.
- Three years of administrative experience
- Special consideration will be given to candidates with Zoom experience or similar virtual conference platforms.
Physical Requirements:
Requirements:
- Ability to remain stationary for extended periods of time
- Ability to use a laptop computer to perform work tasks
- Ability to talk & text on a cell phone
- Ability to lift up to 50 lbs.
- Valid Driver’s License and comfortable operating a motor vehicle
Travel or Location Requirements:
GSP’s offices are fully remote, but staff are required to be a resident in one of the 13 southern states GSP represents. At a minimum, this position requires 20% travel.
Highlander’s EEOC Statement:
Highlander is an equal opportunity employer and does not discriminate against any individual based on any non-merit factor, and is committed to an equitable workplace where everyone is treated as a respected and valued member of the team. We actively seek to build and maintain a diverse staff with regard to race, culture, ethnicity, class, religion, physical ability, age, gender, and sexual orientation. As an organization working in solidarity with the racial justice movement, Highlander is committed to fostering the leadership and elevating the voices of women, young people, people of color, Native people, immigrant and refugees, low-income people, LGBQ+, and transgender, gender non-conforming, and non-binary people, people with disabilities, young parents, people who were formerly imprisoned, people who have received and people living in the many intersections of these experiences.
To Apply
To apply for this position, please send your cover letter and resume to hr@g4sp.org with the subject line “[Your Last Name] – Administrative Assistant”