Administrative Assistant and Operations Coordinator (In-Office)

Carrington Talent Group • Las Vegas, NV

4d • $62,000 - $70,000 • Onsite

About The Position

The Engelstad Foundation is seeking an Administrative Assistant and Operations Coordinator who brings a strong sense of ownership, exceptional attention to detail, and a genuine commitment to outstanding stakeholder experience. Reporting to the Executive Assistant, a long-time right hand partner to the CEO and Board of Trustees, you will primarily provide direct support to the Executive Director as well as manage day-to-day operations of the Foundation’s office. In this role, you will be managing the Foundation’s front office and guest experience. From answering the phone to welcoming visitors and coordinating meetings, you bring a top customer-service mindset to every interaction. You understand that each interaction matters—whether in person, by phone, or by email—and you consistently represent the Foundation with warmth, professionalism, and sound judgment. Equally important, you will support the Board of Trustees, managing scheduling and other logistics with precision and care. You will support the Board of Trustees and Directors as needed, particularly with ad-hoc administrative tasks and documentation. This in-office position is ideal for an early- to mid-career professional who is highly proactive, anticipates needs before they arise, and knows how to manage up. Success requires flexibility, initiative, and a low ego approach—someone who notices what needs to be done, steps in without being asked, and takes pride in supporting both senior leadership and operations at a high standard.

Requirements

• You bring at least 3 years of experience in executive support as well as strong operational / project management skills.
• You possess demonstrated success managing complex schedules, projects, and office operations.
• You are a creative thinker with a willingness to propose new systems and innovative approaches.
• You are proficient in Microsoft Office Suite and Google Workspace.
• You have reliable personal transportation for errands and event support.
• You are based in Las Vegas, NV, and available for full-time, in-office work (Monday–Friday, 9 AM–5 PM).

Responsibilities

• Provide high-level administrative support to the CEO and executive leadership team, including complex calendar management, travel coordination, scheduling, expense tracking, and preparation of correspondence, reports, memos, and meeting materials.
• Prepare agendas, take detailed meeting notes, track action items, and ensure timely follow-through.
• Draft, edit, and proof correspondence and communications on behalf of the Board of Trustees and executive leadership.
• Serve as an initial point of contact for many of the team members, grantees, and external partners, ensuring professional and effective communication.
• Serve as the on-site office lead and primary point of contact for the Foundation, ensuring smooth daily operations and a well-run, professional environment; answering phones, managing the office door, greeting guests, and representing the organization with professionalism and warmth.
• Manage office vendors, supplies, mailings, facilities-related needs, and ad-hoc administrative tasks as needed.
• Maintain organized systems for tracking projects, vendors, key contacts, and operational documentation.
• Anticipate executive needs and proactively manage or implement priorities, communications, and workflow.
• Coordinate special projects, events, and travel arrangements.
• Support internal meetings, board meetings, and small events, including logistics, setup, and coordination.
• Support grant administration – monitoring reporting deadlines, assisting with applications, and maintaining compliance documentation.

Benefits

• The Engelstad Foundation offers a competitive benefits package, including comprehensive health, dental, and vision coverage, as well as paid time off and holidays.
• The Foundation covers 100% of the insurance premium for the employee, and offers a 401(k) plan with employer match, subject to plan terms and eligibility requirements.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed