Overview
Administrative Assistant/Project Coordinator Jobs in Louisville Metropolitan Area at USA Cares, Inc.
Title: Administrative Assistant/Project Coordinator
Company: USA Cares, Inc.
Location: Louisville Metropolitan Area
About the Company
USA Cares, Inc. is a national nonprofit dedicated to supporting post-9/11 military service members, veterans, and their families through financial assistance and advocacy programs. We help military-connected families overcome critical financial challenges and achieve stability during times of crisis. Our mission is rooted in compassion, integrity, and service to those who have served our country.
About the Role
The Administrative Assistant / Project Coordinator plays a critical role in supporting the daily operations and organizational initiatives of USA Cares, Inc. This hybrid position provides comprehensive administrative support while assisting with project coordination, board activities, donor communications, and operational efficiency.
Responsibilities
- Provide administrative support to ensure efficient day-to-day office operations.
- Manage correspondence, calendars, scheduling, travel arrangements, and meeting coordination for staff and leadership.
- Process expense reports, invoices, and maintain organized records and filing systems.
- Coordinate general office operations, including greeting visitors, ordering supplies, and maintaining office organization.
- Support board and committee activities by scheduling meetings, preparing agendas, distributing materials, and recording meeting minutes.
- Track project timelines, milestones, and deliverables to support organizational initiatives and program goals.
- Assist managers and leadership with event planning, research, report preparation, and meeting logistics.
- Create, maintain, and organize project documentation, reports, and electronic filing systems.
- Draft emails, reports, and other professional communications on behalf of leadership or project teams.
- Serve as a liaison between staff, volunteers, donors, board members, and external stakeholders as needed.
- Utilize organizational software and systems for project tracking, reporting, budgeting support, and data management.
- Maintain confidentiality and professionalism in all communications and administrative responsibilities.
- Collaborate with team members to support organizational goals and mission-driven initiatives.
Qualifications
- Experience: 1–3 years of experience in an administrative, professional, or coordination role required; nonprofit experience strongly preferred.
Required Skills
- Communication Skills: Strong written and verbal communication skills with the ability to interact professionally with internal and external stakeholders.
- Organizational Skills: Exceptional ability to manage multiple priorities, deadlines, and projects in a fast-paced environment.
- Attention to Detail: High level of accuracy and organization in documentation, scheduling, and reporting.
- Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace required; experience with donor databases or CRM systems (e.g., Raiser’s Edge) preferred.
- Problem-Solving: Ability to proactively identify needs, resolve issues, and support operational efficiency.
- Team-Oriented: Ability to work collaboratively in a mission-driven, team-focused environment.
- Mission Alignment: Commitment to the mission and values of USA Cares, Inc.
Preferred Skills
- Nonprofit experience preferred.
Equal Opportunity Statement
USA Cares, Inc. is committed to diversity and inclusivity in the workplace. We encourage applications from individuals of all backgrounds and experiences.
