Compliance & Administrative Assistant

Job Summary
We are seeking a proactive and detail-oriented Compliance & Administrative Assistant to join our dynamic team. This vital role combines administrative expertise with compliance oversight, ensuring smooth office operations while maintaining adherence to organizational policies and regulations. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a passion for supporting team efficiency. In this role, you will manage a variety of administrative tasks, handle confidential information with integrity, and assist in maintaining compliance standards across the organization. Your energetic approach and commitment to excellence will contribute significantly to our company’s success and positive work environment.

Responsibilities

Compliance Support

· Assist in monitoring organizational compliance with regulatory, contractual, licensing, and accreditation requirements.

· Maintain compliance files, policies, procedures, and related documentation.

· Assist with internal audits, reviews, and compliance monitoring activities.

· Prepare reports and documentation for regulatory agencies and funders.

· Support incident reporting, corrective action plans, and follow-up activities.

· Ensure confidentiality and proper handling of sensitive organizational and client information.

· Research regulatory updates and communicate relevant changes to Executive Director.

Board Governance & Administration

· Coordinate and manage the board member recruitment, nomination, onboarding, and appointment process in accordance with organizational bylaws and governance policies.

· Maintain board member records, terms of service, committee assignments, and required disclosures.

· Support the Executive Director in board communications and governance activities.

· Prepare and distribute board meeting notices, agendas, packets, supporting documentation, and minutes.

· Coordinate logistics for board and committee meetings, including scheduling, meeting space, virtual meeting platforms, and attendee communications.

· Attend board meetings, record accurate minutes, track action items, and monitor follow-up activities.

· Maintain official corporate records, board resolutions, governance documents, and bylaws.

Administrative Support

· Provide administrative support to the Executive Director.

· Manage correspondence, calendars, meeting schedules, and travel arrangements as needed.

· Prepare meeting agendas, take minutes, and distribute follow-up materials.

· Draft, edit, and maintain organizational documents, reports, outreach materials, and communications.

· Organize and maintain electronic and physical filing systems.

· Answer phones, greet visitors, and respond to inquiries professionally.

· Order and maintain office supplies and equipment.

· Assist with special projects and board meetings.

Records Management

· Maintain accurate organizational records and databases.

· Ensure documents are properly filed and retained according to record retention policies.

· Support preparation of documentation for audits and compliance reviews.

Other Duties

· Support special assignments and emerging organizational priorities.

· Perform other duties as assigned to support agency operations and strategic objectives.

Required Knowledge, Skills, and Abilities:

Strong verbal and written communication skills.

Excellent interpersonal and relationship-building abilities.

Strong organizational and time-management skills.

Ability to maintain confidentiality and exercise sound judgment.

Detail-oriented with excellent recordkeeping and documentation skills.

Ability to manage multiple priorities and meet deadlines.

Proficiency with Microsoft Office 365, including Word, Excel, Outlook, and Teams.

Ability to work independently and collaboratively with staff, board members, and stakeholders.

Knowledge of nonprofit operations, compliance requirements, and grant-funded programs preferred.

Minimum Education and Experience:

Associate degree preferred or equivalent experience. Two years of administrative, compliance, office management, or related experience preferred.

Join us in a role that offers the opportunity to develop your administrative expertise while ensuring compliance standards are met with precision. We value energetic individuals who thrive in organized environments and are eager to support our team’s success through exceptional service and meticulous attention to detail.

Pay: $17.51 - $21.89 per hour

Expected hours: 25.0 per week

Work Location: In person