Administrative Specialist (Executive Support)

Job Description

Job DescriptionUrban Sprouts is looking for a highly organized, proactive Administrative Specialist to support our CEO and help keep our growing nonprofit running smoothly. This role is perfect for someone who thrives behind the scenes—managing calendars, coordinating meetings, supporting projects, and serving as a key partner to leadership. You’ll play an essential role in advancing our mission by helping our CEO stay focused, prepared, and effective.We’re seeking someone who is detail-oriented, adaptable, and passionate about community impact.

Daily Operations

• Provide comprehensive administrative support to the executive leadership team.
• Manage and coordinate complex scheduling and calendar management for the CEO and COO, including the arrangement of meetings and events.
• Undertake additional tasks and projects as assigned by the COO and CEO.

Organizational Coordination

• Serve as a liaison between the CEO and staff, partners, and stakeholders
• Track key projects, deadlines, and organizational priorities
• Support internal communication and ensure timely follow-through on action items

Administrative & Operational Support

• Maintain organized systems for files, documents, and workflows
• Support special projects and organizational initiatives as needed
• Identify opportunities to improve efficiency and processes

Benefits Coordinator

• Health, Vision, Dental, and Life Insurance Management
• Oversee the enrollment, renewal, and management of health, vision, dental, and life insurance benefits for employees.
• Assist new hires with benefits enrollment and provide ongoing support for existing employees.
• Ensure all benefit-related information is accurately documented and maintained.
• Retirement Plan Administration (503b)
• Manage the enrollment, renewal, and administration of the 503b retirement plan.
• Guide new hires through the retirement plan options and assist with the enrollment process.
• Provide ongoing support and information to employees regarding their retirement benefits.

Finance Support: Bookkeeping

• Work with the COO, accountants and their systems in place to maintain and update financial records, including ledgers, receipts, invoices, and payments.
• Maintain data entry and reconcile deposits within the SmartcareOS tuition system
• Assist with federal and state subsidy reporting
• Perform additional accounting and administrative data entry tasks as assigned
• Provide support to the COO and accountants in various tasks and projects.
• Track and manage tuition payments from families.
• Ensure timely collection and accurate recording of tuition fees.
• Assist with internal and external audits as needed (gathering documentation)

*As the primary support to the CEO, the individual in this role must be highly adaptable and proficient in maintaining organization. They must possess the ability to effectively prioritize tasks, particularly those related to the ongoing operations of the business and the support of the leadership team.

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