Administrative Assistant and Operations Coordinator (In-Office, Las Vegas, NV)

About Carrington Talent Group:

Founded in 2019 by Catherine Carrington, Carrington Talent Group has built a reputation for delivering high-quality executive search results that prioritize success for both clients and candidates. We are proud to be managing this search on behalf of The Engelstad Foundation and look forward to engaging with you throughout the process.

About The Engelstad Foundation:

The Engelstad Foundation is a nonprofit 501(c)(3) organization founded in 2002 to honor and continue the generous spirit of Ralph Engelstad. Built on a long tradition of quiet, values-driven giving, the Foundation exists to help people live healthier, more supported, and more hopeful lives.

Under the leadership of Kris Engelstad, the Foundation’s strategy is guided by three interconnected pillars: grantmaking, engagement, and operations. The Foundation is launching an evolved strategy to enter a new chapter in its philanthropic work. This approach focuses on strengthening the broader social impact ecosystem in Las Vegas by reimagining partnerships and investing in long-term efforts that support collaboration, shared learning, alignment, and systems-level change across the community.

About The Position:

The Engelstad Foundation is seeking an Administrative Assistant and Operations Coordinator who brings a strong sense of ownership, exceptional attention to detail, and a genuine commitment to outstanding stakeholder experience. Reporting to the Executive Assistant, a long-time right hand partner to the CEO and Board of Trustees, you will primarily provide direct support to the Executive Director as well as manage day-to-day operations of the Foundation’s office.

In this role, you will be managing the Foundation’s front office and guest experience. From answering the phone to welcoming visitors and coordinating meetings, you bring a top customer-service mindset to every interaction. You understand that each interaction matters—whether in person, by phone, or by email—and you consistently represent the Foundation with warmth, professionalism, and sound judgment. Equally important, you will support the Board of Trustees, managing scheduling and other logistics with precision and care. You will support the Board of Trustees and Directors as needed, particularly with ad-hoc administrative tasks and documentation.

This in-office position is ideal for an early- to mid-career professional who is highly proactive, anticipates needs before they arise, and knows how to manage up. Success requires flexibility, initiative, and a low ego approach—someone who notices what needs to be done, steps in without being asked, and takes pride in supporting both senior leadership and operations at a high standard.

What You’ll Do:

Administrative and Executive Support (~30%)

• Provide high-level administrative support to the CEO and executive leadership team, including complex calendar management, travel coordination, scheduling, expense tracking, and preparation of correspondence, reports, memos, and meeting materials.
• Prepare agendas, take detailed meeting notes, track action items, and ensure timely follow-through.
• Draft, edit, and proof correspondence and communications on behalf of the Board of Trustees and executive leadership.
• Serve as an initial point of contact for many of the team members, grantees, and external partners, ensuring professional and effective communication.

Office Management and Operations (~40%)

• Serve as the on-site office lead and primary point of contact for the Foundation, ensuring smooth daily operations and a well-run, professional environment; answering phones, managing the office door, greeting guests, and representing the organization with professionalism and warmth.
• Manage office vendors, supplies, mailings, facilities-related needs, and ad-hoc administrative tasks as needed.
• Maintain organized systems for tracking projects, vendors, key contacts, and operational documentation.
• Anticipate executive needs and proactively manage or implement priorities, communications, and workflow.

Events & Organizational Support (~30%)

• Coordinate special projects, events, and travel arrangements.
• Support internal meetings, board meetings, and small events, including logistics, setup, and coordination.
• Support grant administration – monitoring reporting deadlines, assisting with applications, and maintaining compliance documentation.

Who You Are:

• A proactive, dependable professional who thrives in a dynamic, professional environment and brings a service orientation to each interaction.
• Highly detail-oriented and organized, with strong multitasking and follow-through skills.
• Polished, professional, and discreet, with an exceptional and demonstrated ability to handle sensitive information with confidentiality.
• A strong communicator with excellent written and verbal skills.
• Adaptable, resourceful, and motivated by mission-driven work.

Requirements:

• You bring at least 3 years of experience in executive support as well as strong operational / project management skills.
• You possess demonstrated success managing complex schedules, projects, and office operations.
• You are a creative thinker with a willingness to propose new systems and innovative approaches.
• You are proficient in Microsoft Office Suite and Google Workspace.
• You have reliable personal transportation for errands and event support.
• You are based in Las Vegas, NV, and available for full-time, in-office work (Monday–Friday, 9 AM–5 PM).

Location: Las Vegas, NV(In-Office)

Start Date: March/April

Reporting to: Executive Assistant

Compensation and Benefits:

The Engelstad Foundation offers a competitive benefits package, including comprehensive health, dental, and vision coverage, as well as paid time off and holidays. The Foundation covers 100% of the insurance premium for the employee, and offers a 401(k) plan with employer match, subject to plan terms and eligibility requirements.

The hiring range for this role is $62,000–$70,000 annually, commensurate with experience.

How to Apply:

Please submit your application, including responses to two short-answer application questions

and your resume outlining relevant experience. Applications will be reviewed on a rolling basis.

Equal Employment Opportunity:

The Engelstad Foundation is an Equal Opportunity Employer. We are committed to building a

diverse and inclusive workplace and do not discriminate based on race, color, religion, sex,

sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or

any other legally protected status.

The Engelstad Foundation offers a competitive benefits package, including comprehensive health, dental, and vision coverage, as well as paid time off and holidays. The Foundation covers 100% of the insurance premium for the employee, and offers a 401(k) plan with employer match, subject to plan terms and eligibility requirements.