Administrative Assistant

POSITION OVERVIEW

Sustainable Stillwater MN (SSMN) is seeking a detail-oriented Administrative Assistant to support core administrative functions essential to organizational operations. This role ensures thorough follow-up, effective organization, and smooth communication across projects, calendar events, records, and documentation.

WORK DETAILS

Official Title:

Reports to:

Executive Director

Oversees:

None.

Hours:

Part-Time — 20 hrs/month

Compensation:

To be determined based on experience

Location:

Hybrid (remote + in-person for events or meetings as needed)

KEY RESPONSIBILITIES

Administrative Operations

(Approx. 8 hours/month)

Draft and send thank you notes, follow-up emails, and outreach correspondence.
Maintain and organize shared drives, files, and records.
Assist with scheduling meetings, tracking calendars, and coordinating appointments.

Internal Communications & Outreach Follow-Up

(Approx. 5 hours/month)

Conduct outreach follow-up with partners, funders, and volunteers.
Assist with generating and running reports on projects, events, or engagement metrics.
Support communications related to grant progress and required documentation.

Record Keeping & Data Management

(Approx. 4 hours/month)

Maintain accurate administrative records and documentation systems.
Organize grants documentation, logs, and follow-up materials.
Help prepare content or summaries for internal use or donor engagement.

Creative Projects & Special Initiatives

(Approx. 3 hours/month)

Support workflows and logistics for special projects or campaigns.
Assist other staff with administrative tasks during peak project times.

QUALIFICATIONS

Experience:

Prior experience in administrative support, office coordination, or similar roles preferred.

Skills:

Excellent written and oral communication skills.
Strong organizational and multi-tasking abilities.
Proficiency with office productivity tools (email, spreadsheets, shared drives).

Attributes:

Dependable, proactive, and detail-oriented.
Comfortable managing multiple follow-up tasks independently.

Key Competencies:

Organization: Keeps internal files, calendars, and communications well-structured.
Communication: Communicates clearly, professionally, and timely with internal and external stakeholders.
Documentation: Ensures accurate tracking of tasks, reports, and administrative records.

WHY JOIN US?

This role offers the opportunity to support a mission-driven organization focused on sustainability in the Stillwater, Minnesota area. As Administrative Assistant, you’ll play a critical role in maintaining organizational efficiency while strengthening connections with community partners and supporters.

Deadline: March 5th, 2026

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