Located in Mesa, AZ
Pay: $25-30/hr.
Job Full Description
Administrative Assistant to Executive Director (Nonprofit / Veteran Services)
Position Type: Full-Time | Temp-to-Hire
Location: Mesa, AZ (East Valley)
Schedule: Monday–Friday (some flexibility required based on events/meetings)
Pay: DOE
Position Overview
We are seeking a highly organized, mission-driven Administrative Assistant to support an Executive Director in a fast-paced nonprofit environment serving the veteran community. This is a hands-on role for someone who thrives in a dynamic setting, can manage competing priorities, and enjoys building systems and structure from the ground up.
This role requires strong administrative skills, professionalism, attention to detail, and the ability to remain calm and effective in high-stress situations.
Key Responsibilities
Executive & Administrative Support
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Manage calendar scheduling, appointments, reminders, and coordination of meetings
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Serve as a point of contact for internal and external stakeholders
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Anticipate needs and proactively solve problems before they escalate
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Provide scheduling and administrative support for day-to-day operations
Organization & Process Development
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Build and maintain organized digital filing systems
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Create and document administrative workflows and procedures
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Track tasks, deadlines, deliverables, and follow-ups
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Identify inefficiencies and recommend improvements
Board & Meeting Support
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Prepare meeting materials (agendas, reports, minutes, supporting documents)
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Coordinate meeting logistics and follow-up items
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Maintain organized and accurate records
Events & Program Coordination
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Assist with planning and coordinating community events, meetings, and engagements
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Track logistics, timelines, and documentation
Document & Content Support (AI/Canva)
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Edit, format, and proofread documents, reports, and presentations
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Create basic visual materials using Canva
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Use AI tools (ChatGPT or similar) to draft, summarize, and organize content
Qualifications
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2+ years of administrative or executive support experience preferred
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Strong organizational, time management, and follow-through skills
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Excellent written and verbal communication skills
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Proficiency with Microsoft 365 (Word, Excel, PowerPoint, Outlook)
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Experience using scheduling/calendar tools
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Comfortable using technology and setting up digital systems
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Canva experience (basic design/layout) preferred
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Experience using AI tools (ChatGPT or similar) strongly preferred
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Experience in nonprofit and/or startup environments is a plus
Ideal Candidate Traits
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Professional, discreet, and trustworthy
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Patient, resilient, and calm under pressure
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Proactive problem solver who anticipates needs
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Strategic thinker who can create structure and processes
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Empathetic communicator with strong emotional intelligence
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Comfortable working in an environment where priorities can change quickly
Why This Role
This is an opportunity to support a mission-driven organization making a real impact in the community. You’ll play a key role in improving internal systems, helping the team operate efficiently, and directly supporting leadership in a meaningful environment.
Mesa, AZ
2105
849 North Dobson Road
Suite 107
Mesa, AZ 85201
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