Senior Administrative Coordinator
About The Position
The National Alliance on Mental Illness (NAMI) is the nation's largest grassroots mental health organization dedicated to building better lives for the millions of Americans affected by mental illness. NAMI is an alliance of hundreds of local affiliates, state organizations and a national office that work in communities across the United States to raise awareness and provide support and education. NAMI advocates for all who are affected by mental illness, working to address disparities and injustices and to promote dignity and inclusion. The Senior Administrative Coordinator provides executive and operational support to the National Director, Information Systems. This role manages the director's calendar, inbox, meetings, and follow-up tracking with sound judgment about what matters most; coordinates priorities and action items across IS teams and cross-departmental partners; and builds and maintains the operating rhythm that keeps the director's commitments organized and moving-using the department's productivity and AI-assisted tools to do so efficiently. The role requires exceptional organization, clear written communication, and sound judgment with confidential information.
Requirements
- 1-2 years of experience in executive support, administrative support, project coordination, or operations, including direct support of a manager, director, or executive.
- Exceptional organization and follow-through - able to manage multiple workstreams and track commitments reliably.
- Sound judgment about priorities - able to look at a busy week and tell what genuinely needs to move, and follow through without being chased.
- Strong written communication - able to draft clear, professional correspondence and summaries with light review.
- Discretion and sound judgment with confidential information.
- Comfort learning new software quickly - including AI assistants and internally developed tools - and curiosity about how tools and processes fit together.
- Proficiency with standard productivity tools: email and calendaring, documents, spreadsheets, and video conferencing.
- Comfort in a remote-first workplace; self-directed, well-organized, and team-oriented.
- No specific educational background required.
- Must pass background check
Nice To Haves
- Experience supporting a technology, data, or operations leader.
- Hands-on experience using AI assistants (e.g., Claude, ChatGPT, Microsoft Copilot) for drafting, summarizing, or organizing work.
- Experience with project-management tools (e.g., Asana, Monday, Trello, Jira).
- Experience writing process documentation or standard operating procedures.
- Experience in a nonprofit, association, or mission-driven organization.
Responsibilities
- Manage the director's calendar with attention to priorities: schedule and sequence meetings, resolve conflicts, protect time for focused work and preparation, and help ensure the director's time goes to what matters most.
- Support the full meeting lifecycle: prepare and distribute agendas, finalize and distribute notes and action items, and track follow-ups to completion.
- Triage the director's email and communication channels: sort incoming items into those needing a quick response (which the coordinator handles or drafts), those needing the director's own deeper response, and those that are informational only; draft responses for review; and handle routine matters as trust is established.
- Track priorities, action items, and project status across IS teams and cross-departmental partners; proactively follow up on open items and surface risks and blockers to the director.
- Maintain the operating rhythm of the director's office: ensure recurring priorities and reporting needs-such as collecting and organizing the team's weekly accomplishments-are tracked, captured, and surfaced on schedule rather than lost.
- Prepare briefing materials ahead of the director's leadership and team meetings, and a weekly summary of open items, upcoming commitments, and decisions needed.
- Draft correspondence, announcements, and summaries for the director's review.
- Coordinate travel arrangements; prepare expense reports and support monthly credit-card reconciliation.
- Use the department's productivity and AI-assisted tools to draft, summarize, and organize work efficiently-with direction and mentorship from the director, following NAMI's acceptable-use guidance-and keep records current in project-management and communication tools.
- Document recurring processes and workflows (procedures, checklists, reference guides) and recommend improvements.
- Handle confidential and sensitive information with discretion and sound judgment.
- Be a collaborative colleague who learns from and educates the team, communicates proactively, and keeps work records current in our project-management and communication tools.
- Other duties as assigned.
Benefits
- Generous and comprehensive Health, Dental, and Vision Plans
- Paid Time Off: Vacation, Personal, and Sick Leave
- Paid Parental Leave
- 403(b) retirement plan
- Flexible Spending Accounts for health care, dependent care and commuter expenses
- Life Insurance and Disability coverage paid by NAMI
- Flexible Work and Telework programs
- Professional Development Reimbursement program
- A variety of wellness offerings to support team members
- Employee Referral Program
- The Employee Assistance Program (EAP) which provides support for personal and family problems common in contemporary life
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
No Education Listed
