Administrative Assistant & Operations Coordinator

Everstrong is seeking a thoughtful, highly organized, and deeply capable Administrative Assistant & Operations Coordinator to serve as the operational backbone of our organization.

This role exists for one essential reason: to create clarity, structure, and excellence behind the scenes so our leadership team can focus fully on advancing our mission. By stewarding details, strengthening systems, and protecting leadership capacity, this person will directly contribute to Everstrong’s impact and growth.

Working closely with the Executive Director and leadership team, you will ensure communication flows smoothly, data is accurate, meetings are productive, and operational systems are strong. You are someone who finds satisfaction in creating order, supporting others, and building processes that allow organizations to thrive.

We’re looking for a proactive, warm, steady professional who is energized by making things work better.

Why this Role Matters

At Everstrong, we believe strong infrastructure fuels strong impact. As a small, mission-driven team, every operational detail matters. This role is not about traditional administrative support — it is about building and stewarding the systems that allow our entire organization to function with excellence and integrity.

If you take pride in bringing order to complexity and want your behind-the-scenes work to translate into real-world impact, this role was designed for you.

What You’ll Do

Executive Partnership

• Serve as a trusted partner to the Executive Director, managing calendars, priorities, travel, and meeting coordination.
• Prepare agendas, materials, and follow-up notes to ensure meetings are productive and action-oriented.
• Track commitments and help maintain momentum on key initiatives.
• Draft and manage correspondence with professionalism and care.
• Protect leadership time so it can be spent where it matters most.

Operations & Office Management

• Oversee day-to-day office operations with excellence and attention to detail.
• Create and refine systems, workflows, and organizational practices that increase clarity and efficiency.
• Manage vendors, contractors, subscriptions, and digital tools.
• Organize and maintain digital files and internal documentation systems.
• Coordinate logistics for staff meetings, retreats, board meetings, and special events.
• Serve as a welcoming and responsive point of contact for stakeholders.

Database & Systems Stewardship

• Serve as the in-house expert and steward of Everstrong’s CRM and databases.
• Ensure donor and stakeholder records are accurate, current, and thoughtfully maintained.
• Oversee timely acknowledgments and reporting.
• Generate reports to support leadership, fundraising, and board engagement.
• Identify opportunities to streamline and modernize systems.

Financial & Administrative Coordination

• Support bookkeeping processes including expense tracking, invoice management, and documentation.
• Coordinate with external accountant or bookkeeper to maintain accurate records.
• Assist in preparing board materials, compliance documents, and annual filings.
• Help maintain organized, transparent financial processes.

Board & Stakeholder Support

• Coordinate board communications, materials, and meeting logistics.
• Maintain governance documents and board records.
• Ensure board members and partners experience professionalism, responsiveness, and clarity.

Growth & Opportunity

Everstrong is amid an exciting season of growth. As our programs and fundraising efforts expand, so will our operational needs. This role offers meaningful opportunities to grow alongside the organization.

The right candidate will have the chance to:

• Shape and modernize Everstrong’s operational systems from the ground up
• Build infrastructure that will support future team growth
• Expand leadership responsibility as the organization scales
• Potentially evolve the role over time into broader operations leadership

We are looking for someone who is excited not just to fill a role, but to help build what comes next.

Who You Are

• Exceptionally organized and detail-oriented
• Proactive and solutions-focused
• Calm under pressure and able to manage multiple priorities
• A strong communicator, both written and verbal
• Discreet and trustworthy with confidential information
• Energized by creating structure and supporting others
• Committed to excellence and continuous improvement
• Maintain a professional demeanor and serve as a role model that reflects positively on Everstrong.

Minimum Qualifications

• Bachelor’s degree or equivalent professional experience
• Proficiency in Microsoft Office, Google Workspace, and digital collaboration tools
• Strong organizational skills and demonstrated follow-through
• Ability to work independently in a hybrid environment
• Maintain a professional demeanor and serve as a role model that reflects positively on Everstrong

Additional qualifications that would be beneficial to this work, but not required include

• Experience supporting a Board of Directors or working within a nonprofit organization
• 2-4 years of experience in executive support, nonprofit administration, operations management, or a similar role
• Experience managing CRM or database systems (e.g., Salesforce, Little Green Light, Bloomerang, or similar)
• Lived experience or a personal connection to the issue of trafficking or exploitation

Everstrong offers medical, dental, vision, a 403b Non-ERISA retirement plan, a cell phone stipend, and:

• 10 paid holidays + 4 floating holidays
• 15 days paid time off
• Paid Sick and Safe time

Fluency in English required.