Administrative Assistant

Vibrant Emotional Health is seeking an organized and proactive Administrative Assistant to support the executive leadership and program staff of its 988 Suicide & Crisis Lifeline. Reporting to the 988 Administrative Manager, this position provides structured administrative support while helping ensure that executive activities and departmental operations remain organized and efficient.

The successful candidate will manage calendars, coordinate executive travel, assist with expense and credit card reconciliations, maintain administrative records, and support meetings. The role requires excellent communication, strong organizational abilities, independent judgment, and the ability to anticipate upcoming needs in a fast-changing work environment.

Key Responsibilities:

• Provide organized administrative support to 988 Lifeline executive leaders and their teams.

• Manage executive schedules and provide calendar coordination.

• Assist with executive credit card account reconciliations in coordination with the Finance team.

• Collect receipts, code expenses, and reconcile monthly credit card statements using the agency’s expense management platform.

• Coordinate executive travel arrangements, including flights and hotel accommodations.

• Prepare travel documentation and travel packets according to established procedures.

• Organize and track executive travel through the administration team’s Asana board.

• Take meeting minutes and distribute them to relevant participants.

• Coordinate administrative activities with internal teams and external partners.

Requirements:

• 2–3 years of experience as an Administrative Assistant, Executive Assistant, or in a related position.

• Associate’s Degree with coursework in Business Administration.

• Bachelor’s Degree in Business Administration is preferred.

• Certified Administrative Professional or related credential is an advantage.

• Excellent verbal, written, and computer skills.

• Strong multitasking abilities and the capacity to work effectively under pressure.

• Excellent time management, project coordination, organizational, and attention-to-detail skills.

• Strong customer service orientation and professional communication skills.

• Ability to work independently as well as collaboratively with administrative and cross-functional teams.

• Flexible and adaptable approach to changing work environments.

• Strong knowledge of:

• Microsoft Word, Excel, and Outlook.

• Zoom and other workplace communication platforms.

• Calendar management and administrative coordination.

• Expense reconciliation and travel coordination.

Benefits:

• Medical, dental, and vision insurance.

• Supplemental income insurance.

• Employer-paid disability insurance.

• Employer-paid life insurance.

• Pre-tax Flexible Spending Account (FSA) for medical and dependent care.

• 401(k) retirement plan.

• Full-time employee benefits package.