SCOPE OF ADMINISTRATIVE ASSISTANT INTERN WORK: The role of Administrative Assistant to the Site Director is a pivotal position that provides essential administrative support to enhance the efficient operation of service areas. In this dynamic role, you will manage the Director’s calendar, schedule meetings, arrange travel and appointments, and handle communications and correspondence on behalf of the Site Director. You will play a key role in coordinating meetings by preparing agendas, taking notes, and following up on action items, which will help keep the team organized and focused. In addition, you will oversee office supplies, assist with data entry and database maintenance, support grant and fundraising efforts, and organize both internal and external events to strengthen the agency's outreach. A critical aspect of this position is ensuring the confidentiality of sensitive refugee data, thereby helping the Site Director comply with relevant regulations. You will also contribute to the agency’s reporting needs for stakeholders and funding organizations, ensuring transparency and accountability. To succeed in this role, strong organizational skills, attention to detail, and proficiency in office software are essential. Ideally, candidates will have 2-3 years of experience in an administrative capacity, particularly in the nonprofit or refugee resettlement sector. As the Administrative Assistant, you will collaborate closely with staff and external partners, helping further the agency’s mission of supporting refugees. Your performance will be evaluated based on the accuracy, timeliness, and professionalism of your work, along with your communication skills and overall support to the Site Director. This position offers a unique opportunity to make a meaningful impact in the lives of those you serve.

Please note that all internships are unpaid. This position requires a minimum of 15 hours a week for 3 consecutive months. 

RESPONSIBILITIES: The Administrative Assistant Intern will assist the Site Director with the following tasks: 

Support the Site Director in planning and implementing programs and activities for refugee clients. 

Assist in coordinating logistics and resources for workshops, community events, and service delivery. 

Manage and maintain project documentation, including client records, reports, and meeting notes. 

Help with preparing summaries and recommendations for program improvement. 

Assist in preparing communication materials for clients, staff, and community partners. 

Aid in maintaining databases and filing systems to ensure efficient information retrieval. 

Coordinate meetings with staff, volunteers, and community stakeholders, including scheduling, preparing agendas, and taking minutes. 

Perform data entry and analysis for program-related reports and grant applications. 

Conduct research to support program development and client needs assessments. 

Support general administrative tasks, such as ordering supplies, managing office resources, and maintaining inventory. 

Draft and proofread internal and external communications, including emails and reports. 

Assist with grant proposal preparation by gathering necessary documentation and data. 

Help maintain compliance with agency policies and procedures by ensuring documentation is accurate and up-to-date. 

Develop and implement administrative processes to improve workflow and efficiency. 

Support outreach efforts by maintaining mailing lists and tracking community engagement activities. 

Other duties as assigned