JOB SUMMARY:

The Administrative Assistant provides primary administrative support to the Executive Director and delivers support to other departments as required. This position is responsible for maintaining efficient daily office operations, assisting with organizational initiatives, and facilitating clear and effective internal communication. The ideal candidate demonstrates exceptional organizational skills, meticulous attention to detail, and the ability to perform effectively in a fast‑paced, mission‑driven environment.

KEY RESPONSIBILITIES:

● Serve as the central administrative support for the Lending and Programs teams, managing team agendas, correspondence, file organization, and data entry.

● Provide high-level executive support to the Executive Director, including calendar management, meeting coordination, and document preparation.

● Manages the processing of vendor invoices and payment requests, including verifying documentation, coordinating approvals, maintaining accurate financial records, and ensuring timely disbursements in accordance with organizational policies.

● Oversees general AJ email inboxes and routes inquiries to appropriate departments.

● Maintain confidentiality and professionalism in handling sensitive information related to clients, loans, and internal operations.

● Assists with monthly reconciliation tasks and supports the finance team during audits

● Maintains accurate records of payments, contracts, and vendor files

● Assist in organizing program events, workshops, and community activities by supporting logistics, outreach, and material preparation.

● Support loan application processing, document tracking, and follow-up communication with applicants and clients.

● Prepare and distribute board packages, including meeting agendas, minutes, and reports for internal and board meetings.

KEY DUTIES:

● Schedule and coordinate internal meetings, client appointments by request from the team, and community events.

● Coordinate internal communications and assist with preparation of materials for funders, reports, and presentations.

● Maintain organized digital and physical filing systems for loan applications, client records, and program materials.

● Track deadlines and follow up with clients regarding missing documents or updates on the loan applications

● Support intake of loan inquiries and manage administrative aspects of the lending process.

● Assist with follow-up with clients in regard to grants of acceptance, workshops of attendance confirmation, loan applicants, and organizing documentation.

● Respond to internal and external inquiries via email and phone, directing them to the appropriate department or staff.

● Help with formatting, proofreading, and preparing communications, including newsletters, flyers, and outreach materials.

● Maintain office supplies and equipment, coordinating with vendors as needed.

● Assist with translation as needed.

QUALIFICATIONS:

● Associate’s degree required; Bachelor’s degree preferred.

● Minimum 2 years of administrative experience, preferably in a nonprofit, financial, or community-based organization.

● Proficient in Microsoft Office Suite, Google Workspace, and basic CRM/database entry.

● Excellent written and verbal communication skills; bilingual (Spanish/English) preferred.

● Ability to manage multiple tasks, set priorities, and meet deadlines with minimal supervision.

● Strong attention to detail and commitment to accuracy.

● Demonstrated ability to work collaboratively across teams with professionalism and discretion.

● Oversees the internship program, including outreach and email communication with partner organizations, scheduling intern activities, coordinating internship projects, and serving as the primary point of contact for interns' onboarding.

● Experience with Canva, Mailchimp, JotForm, and Trello is a plus, but not required.