Administrative & Executive Assistant — Part-Time

About Impact Teen Drivers

Impact Teen Drivers (ITD) is a nationally recognized nonprofit dedicated to saving lives and preventing serious injuries on our roadways. Our mission is to develop, promote, and facilitate evidence-based education and strategies to save lives and reduce injuries and fatalities caused by reckless and distracted driving, while promoting shared roadway responsibility among all roadway users, including drivers, passengers, bicyclists, pedestrians, and micromobility users.

ITD works upstream, using evidence-based prevention, education, youth and parent engagement, community partnerships, and capacity building to address the behaviors and decisions that contribute to roadway injuries and fatalities. We work with schools, law enforcement, traffic safety agencies, community organizations, corporations, and other partners across the country.

We are seeking an experienced, dependable, and highly organized Administrative & Executive Assistant who takes pride in doing excellent work and wants to contribute to an organization with a meaningful public safety mission.

Position Overview

The Administrative & Executive Assistant reports directly to the Executive Director and provides high-level administrative, executive, and office support to help ITD operate efficiently and professionally.

This is a part-time, approximately 25-hour-per-week, in-office position, generally scheduled Monday through Thursday. The position may have the opportunity to expand in hours or become full-time in the future based on organizational needs and mutual fit; however, candidates should apply based on the current part-time schedule.

The role is well suited for an experienced professional who is highly organized, self-directed, comfortable working independently, and able to manage multiple priorities without requiring continual oversight.

The person in this position will support everything from executive scheduling and Board logistics to office administration, document preparation, grant records, meeting coordination, and special projects. Some days will be highly structured; others will require adjusting quickly as priorities change.

Success in this position requires more than completing assigned tasks. We are looking for someone who notices details, anticipates needs, follows through, communicates exceptionally well, and exercises sound judgment about what they can handle independently and what needs to be elevated.

Key Responsibilities

Executive & Administrative Support

• Provide direct administrative support to the Executive Director and, as appropriate, other members of ITD's leadership team.
• Manage calendars, scheduling, meeting coordination, and related logistics.
• Draft, edit, proofread, and prepare correspondence, documents, reports, presentations, meeting materials, and other professional communications.
• Track deadlines, commitments, decisions, and follow-up items and help ensure they are completed on time.
• Conduct research, synthesize information, and organize materials to support executive and organizational priorities.
• Handle sensitive and confidential information with discretion and sound judgment.
• Anticipate administrative needs and proactively identify information, materials, or follow-up needed to keep work moving.

Board & Meeting Support

• Coordinate logistics and materials for meetings of ITD's Board of Directors and committees.
• Assist with agendas, meeting packets, scheduling, minutes, records, and follow-up.
• Support preparation for staff, partner, funder, and other organizational meetings.
• Capture decisions and action items accurately and help ensure appropriate follow-through.

Office & Organizational Support

• Help manage day-to-day office functions and maintain an organized, professional office environment.
• Maintain electronic and physical records using consistent file-management practices.
• Coordinate supplies, mail, shipping, materials, and other office needs.
• Assist with travel, events, trainings, meetings, and special projects as needed.
• Provide general administrative support related to personnel and organizational operations.

Financial & Grant Administration Support

• Perform basic administrative bookkeeping functions, such as preparing or tracking invoices, receipts, expense documentation, and related records.
• Assist with grant and contract files, documentation, deadlines, and record keeping.
• Maintain accurate and organized supporting documentation for organizational and grant requirements.
• Work with leadership and accounting support to help ensure records are complete and timely.

What We Are Looking For

The strongest candidate will bring demonstrated professional experience and understand what it means to support a busy executive and a mission-driven organization. You are comfortable taking ownership of your work, determining next steps, and following an assignment through completion without requiring continual direction.

You should also be someone who:

• Has exceptional attention to detail and produces polished, professional work.
• Writes clearly and can adapt communication appropriately for different audiences.
• Is highly organized and able to manage competing priorities, deadlines, and follow-up.
• Demonstrates sound judgment, discretion, and professionalism.
• Is comfortable working independently, including periods when other staff members may be traveling or working outside the office.
• Recognizes what needs immediate attention and what can wait.
• Follows through on commitments and closes the loop on assignments.
• Can shift priorities without losing track of existing responsibilities.
• Is comfortable learning new systems and improving administrative processes.
• Works well as part of a small team where communication, accountability, and flexibility matter.
• Approaches colleagues, partners, Board members, funders, and the public with professionalism and respect.
• Values consistency, accountability, teamwork, and high-quality work.

Qualifications

• Demonstrated administrative, executive support, office management, or comparable professional experience; prior experience directly supporting senior leadership is strongly preferred.
• Strong proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and OneDrive/SharePoint, or demonstrated ability to quickly learn comparable systems.
• Proficiency with Adobe Acrobat and electronic document management.
• Excellent professional writing, editing, proofreading, organizational, and planning skills.
• Ability to manage confidential information appropriately and exercise sound independent judgment.
• Experience supporting executives, Boards of Directors, grants, contracts, nonprofit operations, or basic financial administration is highly desirable.
• Bachelor's degree preferred; significant relevant professional experience may substitute for formal education.

This position is not eligible for ITD's employee benefits package.

English required, Spanish or second language appreciated.