Administrative/Program Assistant

Technical Assistance

The Technical Assistance and Business Development Team provides oversight, strategic direction and incremental approach to organizational capacity building project activities. We lead and/or support the development of proposals for potential clients (foundations, hospitals, state and federal agencies, etc); while maintaining healthy and respectful relationships with community partners, clients and national partners.

Administrative/Program Assistant

The Administrative/Program Assistant will provide administrative and logistical support for projects, initiatives, and programs within a non-government environment. Assist assigned Directors and team members by maintaining calendars, receiving and composing communications as correspondence, and replies to inquiries. Handle preparations, scheduling, logistics, and other various requirements for domestic and international travel. Write routine reports and correspondence, and assists with the development of project/program materials. Organizes meetings and events. Work with and maintains data management and filing for projects/programs. Serve as an administrator of work product with other programs/teams (i.e. finance, program development, public information, etc). Liaise and communicate with project consultants and field office staff, providing logical and administrative support as directed. Conduct research in regards to project and programmatic efforts.

Key Responsibilities

  • Daily communication with TA and Business Team Director and Senior leadership
  • Respond to email inquiries and route them to the executive
  • Schedule/Calendar management for leadership/Director as it relates staff group and team meetings
  • Coordinate virtual meetings and conference calls on behalf of Director and/or TA/BD Team; communicate with internal staff and external constituents to ensure timely scheduling of meetings
  • Prepare the materials for meetings (draft agendas, gathering and proofreading necessary documents, etc.) when necessary
  • Set calendar and verbal reminders for leadership on important recurring tasks (i.e. signing and completing documents, equipment or slides needed for presentations, social media events, personal time, etc.)
  • Ability to assist in organizing workload priorities
  • Support project management and time management of certain projects
  • Create, maintain, update, and organize Google documents and folders within NBEC’s business email systems, Google Suites (including google excel spreadsheets, powerpoints, and graph charts)
  • Screen phone calls, take messages and respond to inquiries (when appropriate)
  • Coordinate travel arrangements when applicable

Minimum Requirements

Skills Needed:

  • Scheduling/through virtual platforms (especially G Suite/Zoom)
  • Ability to learn new management software, ie. clickUp, Salesforce, etc
  • Project management; multi-tasking in fast paced environment
  • Basic level knowledge of document management for presentations
  • Mid-level tech skills (e.g. able to troubleshoot basic IT issues for email, zoom, etc)
  • Personable, professional with excellent communication skills are key
  • Must be a proactive thinker, self-starter who is solution oriented
  • Strong planning and organizational skills; detail oriented
  • Exceptional customer service. interpersonal & time management skills
  • Expert knowledge of MS Office & basic knowledge of GSuite (Docs, Spreadsheets, etc.)

Required Qualifications:

  • Knowledge or background in Reproductive Justice/Maternal Health (preferred but not mandatory)
  • 4-year college degree / High school diploma or GED and 3+ years of administrative experience (or equivalent mix of experience and education)
  • Prior experience working with an executive preferred (but not required)

Other Suggested Qualifications:

  • Self-starter with thorough communication skills
  • Ability to work in fast paced environment and adapt to the culture of birth equity
  • Virtual Office Management

Benefits & Compensation

Salary & Compensation: $60,0000-$65,0000 based on experience, plus benefits

To Apply

Please submit your resume with cover letter to and