Administrative Assistant

Hiring: Full-Time Administrative Assistant | Remote | $9,600–$14,400/year

About the Client

Our client is a Minneapolis-based nonprofit organization that has been serving underserved urban communities since 2003. For more than 20 years, they have been dedicated to inspiring intentional kindness and providing practical, hands-on support through food distribution, grocery assistance, hot meals, foot care services, shoe drives, holiday help initiatives, and community engagement programs.

Powered by volunteers and guided by a deeply people-centered mission, the organization serves thousands of individuals and families each month. Their culture is warm, faith-friendly, collaborative, and rooted in kindness, with the goal of making every interaction meaningful and uplifting.

About WeAssist

WeAssist is a recruiting firm committed to creating meaningful opportunities for global talent while helping growing U.S. businesses build strong, reliable teams. Led by founder Reef Colman, WeAssist supports more than 100 outsourced professionals and continues to grow through a people-first approach.

We move quickly, but we prioritize long-term fit, stability, and growth. We also believe that success means giving back, supporting initiatives such as education, community development, and assistance for underserved groups.

Why This Role Is Open

Our client is looking for a highly organized and mission-aligned Administrative Assistant to become the operational backbone of their growing nonprofit team. As their programs, partnerships, and community reach continue to expand, they need a reliable administrative professional who can help keep data accurate, communication warm, events organized, and day-to-day operations running smoothly.

This role is ideal for someone who is detail-oriented, people-focused, and energized by mission-driven work. You will play a key part in supporting donor and volunteer communication, CRM management, event coordination, meeting support, and eventually food ordering and budget tracking.

Key Responsibilities:

CRM and Data Management

You will help maintain accurate records, organize donor information, and support the team's reporting needs. Responsibilities include:

• Entering donations from various platforms into Neon CRM
• Maintaining accurate records and organizational documentation
• Creating and pulling statistical reports and donor lists
• Exporting CRM data into Microsoft Excel for reporting and analysis
• Tracking donor dollars and helping maintain clean, useful spreadsheets
• Supporting lightweight tracking systems to manage tasks and follow-ups

Donor and Volunteer Communication

You will help ensure donors, volunteers, partners, and community members experience warm, clear, and helpful communication. Responsibilities include:

• Managing a dedicated email inbox
• Responding to voicemails and incoming phone calls
• Directing callers to food shelves and available resources
• Explaining how to schedule shoe events or trailers
• Making warm outbound thank-you calls to donors
• Supporting volunteers through the registration process
• Ensuring each interaction reflects the organization's kind, affirming culture

Phone communication is expected to take approximately 15% to 20% of your daily work.

Event and Program Support

You will assist with event coordination, volunteer communication, logistics, and administrative follow-through. Responsibilities include:

• Managing volunteer event registrations
• Ensuring participants receive all necessary event details
• Providing manual onboarding for larger groups or special circumstances
• Compiling lists, tracking dates, and maintaining event spreadsheets
• Coordinating subcommittee and team meetings for fundraisers, holiday help, and shoe trailer programs
• Partnering with the marketing team to support event advertising and mailings
• Drafting event-related content and captions for the social media team

Materials Design and Website Updates

You will help keep event materials, forms, calendars, and online postings current and professional. Responsibilities include:

• Updating or creating brochures, flyers, and forms in Canva
• Managing form letters and updating document templates
• Editing Google Calendars embedded on the organization's website
• Uploading PDFs to Squarespace
• Updating volunteer postings on platforms such as HandsOn Twin Cities and Idealist

Meeting Support and Note-Taking

You will attend key meetings to stay aligned with operations and provide administrative support. Responsibilities include:

• Attending the mandatory weekly team meeting every Wednesday from 8:00 AM to 9:30 AM CT via Zoom
• Taking detailed notes during core team and operational logistics meetings
• Sitting in on leadership meetings to develop a broader understanding of the organization's work
• Helping follow up on key action items and operational priorities

Food Ordering and Budget Tracking

Phase 2: Approximately 60–90 days into the role

Once fully onboarded, you will also support food ordering and related budgeting processes. Responsibilities may include:

• Managing a dedicated food ordering inbox
• Ordering food for 10–12 food shelf sites through two different food banks
• Tracking and maximizing individual site budgets
• Ensuring grant dollars are used correctly
• Balancing orders across meat, produce, pantry items, and other essentials
• Resolving delivery issues and ensuring orders arrive on time
• Managing strict ordering deadlines and changing inventory updates

Qualifications

Must-Haves

• Experience working with nonprofits, charitable organizations, faith-based groups, or Christian communities
• Strong administrative, executive support, event coordination, or data entry background
• Comfortable spending 15% to 20% of the workday on phone communication
• Hands-on CRM experience; Neon CRM experience is a strong advantage
• Excellent written and verbal English communication skills
• Warm, genuine, and people-first communication style
• Strong attention to detail, organization, and follow-through
• Ability to manage multiple moving parts with professionalism and care
• Team-oriented mindset with initiative, creativity, and problem-solving skills

Nice-to-Haves

• Experience coordinating logistics with suppliers, vendors, or food banks
• Experience with reporting, spreadsheets, and CRM data exports
• Advanced Microsoft Excel skills

Culture and Core Values

This is a lean, collaborative, and highly relational team where kindness, accountability, and encouragement are part of daily work. The organization values people deeply and believes the best work happens when individuals feel safe, supported, and appreciated.

Their values include:

• Acceptance: Believing in people and the intrinsic value of humanity
• Compassion: Leading with kindness and a commitment to doing good
• Trust Culture: Building strong relationships that support a connected community
• Improving the Human Condition: Working continuously for the benefit of others
• Optimism: Stewarding time, talent, and resources with hope and intention
• Networking: Partnering with others to multiply impact

What's in It for You

This role offers meaningful work, long-term potential, and the chance to support a nonprofit that is making a tangible difference every day.

Benefits and perks include:

• Mission-driven work with real community impact
• Warm, relational, and supportive team culture
• Long-term stability and growth potential
• Exposure to leadership meetings and big-picture operations
• Permanent remote work setup
• 13th month bonus
• Health insurance
• Dental insurance
• Mental health insurance
• Competitive starting salary
• Growth opportunities
• Performance-based raises
• Prizes and bonuses

Work Schedule and Setup

• Full-time position
• Monday to Friday
• 8:00 AM to 5:00 PM Central Time
• Permanent remote work setup

You will need:

• Professional remote work setup
• Clean background for meetings
• Good camera
• Good microphone
• Strong and reliable internet connection
• Business casual attire for meetings

Tech Stack

• Neon CRM, or similar CRM experience
• Google Workspace
• Gmail
• Google Calendar
• Microsoft Office
• Microsoft Excel
• Canva
• Squarespace
• Zoom

Compensation

Fixed rate of $9,600–$14,400 per year

Apply Now

This is a wonderful opportunity for a warm, organized, and mission-driven administrative professional who wants to support meaningful nonprofit work from anywhere. If you love creating order, helping people feel valued, and contributing to a team that leads with kindness, we would love to hear from you.