Administrative Assistant

Carter Hears!•Fort Mill, SC

4d•$20 - $30•Hybrid

About The Position

Carter Hears!® is seeking a dependable, organized, creative, and proactive Office Assistant to provide administrative, operational, communications, and program support across Carter Hears!® and our sister company, Quill Model®. This position is ideal for someone who communicates professionally, manages multiple priorities effectively, takes initiative, and is equally comfortable supporting day-to-day office operations and helping move projects forward. This is a hybrid position averaging approximately 25 hours per week, with a minimum of two days per week working in our Fort Mill, SC office. Candidates should live within approximately 20–30 miles of Fort Mill to support consistent in-office and operational responsibilities.

Requirements

Previous experience in an office assistant, administrative assistant, secretary, program assistant, or similar administrative support role
Strong proficiency with Microsoft 365 / Google Suite
Demonstrated proficiency with Canva design, with the ability to independently create polished, professional, and branded visual materials
Experience with social media content and scheduling, newsletters, email communications, or other organizational communications
Strong written and verbal communication skills and collaborate effectively within a team
Strong organizational and time-management skills
Ability to manage multiple projects, priorities, deadlines, and details with consistent follow-through
Strong attention to detail and accuracy
Strong critical-thinking and problem-solving skills
Ability to take an assignment or idea, identify necessary next steps, and help move it toward completion
Ability to develop and maintain trackers, checklists, workflows, and organizational systems
Ability to work independently, take initiative, and recognize when a matter should be elevated to leadership
Ability to handle organizational and personnel information with professionalism and discretion
Willingness to learn and navigate new technology, systems, and processes
Ability to manage physical office and storage materials, including organizing, transporting, retrieving, and maintaining inventory as needed

Nice To Haves

Program, project, or event coordination
Educational, nonprofit, professional development, or related organizations
Research and resource development
Developing organizational systems, workflows, or standard operating procedures
Familiarity with Deaf Education, accessibility, interpreting, disability services, or related fields

Responsibilities

Provide administrative and secretarial support to leadership and team members
Organize, maintain, scan, file, and manage electronic and physical records
Assist with document preparation, data entry, correspondence, scheduling, and general administrative needs
Maintain trackers, spreadsheets, records, calendars, and organizational systems
Track deadlines and outstanding items and provide appropriate follow-up
Manage printing, copying, shipping, mailing, and preparation of organizational materials
Monitor and respond to general email inquiries and appropriately route questions or requests
Communicate professionally with team members, applicants, school partners, program participants, presenters, community members, vendors, and other contacts
Provide administrative support for recruitment, hiring, and onboarding processes
Monitor applicant activity and maintain organized candidate and application records
Communicate with applicants regarding general questions, required information, scheduling, and next steps as directed by leadership
Assist with onboarding documentation, records, and preparation for new team members
Support the organization and maintenance of personnel-related documentation
Direct HR, employment, or personnel matters requiring additional guidance or decision-making to appropriate leadership
Utilize Canva proficiently to design and create professional, visually engaging materials while maintaining established branding and visual consistency
Create and prepare social media graphics and carousels, flyers, newsletters, presentations, one-pagers, forms, certificates, event materials, educational resources, promotional materials, and other branded content
Support social media content preparation, including formatting captions, scheduling content, repurposing existing content, and supporting short-form video materials
Assist with formatting newsletters and preparing email communications and campaigns
Create and maintain communication templates, contact or distribution lists, reminders, follow-ups, and response tracking
Utilize Microsoft 365 and Google Suite, including all related tools
Maintain organized digital files, shared resources, and materials across organizational platforms
Assist leadership with coordinating programs, professional development opportunities, events, campaigns, and organizational initiatives
Support projects from initial planning through implementation by developing timelines, checklists, trackers, materials, and other organizational resources
Organize program information and monitor upcoming deadlines and deliverables
Assist with registrations, participant communication, materials, and follow-up
Identify missing information, process gaps, or next steps and communicate them appropriately
Help develop and improve systems, workflows, checklists, and processes that support efficient operations
Conduct basic research and organize information related to professional resources, conferences, potential partners, programs, and organizational projects as assigned
Organize and prepare physical materials for professional development, conferences, team events, programs, and other organizational activities
Maintain office supplies, physical resources, equipment, and organizational materials
Maintain and organize the Carter Hears!® storage unit, including tracking inventory, organizing materials, and retrieving or returning items as needed
Assist with transporting, packing, unpacking, and organizing materials for organizational activities
Monitor inventory and identify materials or supplies that need to be replenished