Administrative Assistant

Title
:

Administrative Assistant

Location
:

In-officeatour

Saint

Paul,MNmainoffice

Introduction
:

The Administrative Assistant provides essential administrative and organizational support to ensure smooth daily operations across the organization. This role supports a variety of tasks—including data entry, and office coordination—while serving as a reliable point of contact for staff, clients, and external partners. The Administrative Assistant maintains accurate records, supports special projects, and helps streamline internal processes by anticipating needs and proactively addressing administrative challenges.

Success in this position requires strong attention to detail, excellent communication and customer‑service skills, and the ability to manage multiple priorities in a fast‑paced, mission‑driven environment.

• Theopportunitytomakeanimpactinthecommunityby enhancingopportunitiesforimmigrants and refugees in Minnesota and North Dakota.
• Webelieveinwork-life harmony.
  
  Thisroleofferstheflexibilitytoblendremoteworkwithin-office collaboration.
• Weprovidepaidleaveincludingthefollowing:
  • Paid Time Off – Employee earns 12.5 hours per month during the first 2 years of employment (4 weeks), 15.625 per month in years 2-5 (5 weeks), and 18.75 per month after5years(6weeks).Employeescancarryupto
    80hoursofunusedleavefromyearto year.
  • Earned Sick and Safe Time (ESST):
    In compliance with Minnesota law, ILCM will provide employeeswithpaidsick&safeleaveunderthispolicy.
    
    Allemployeeswillreceiveeighty (80) hours sick and safe time, or pro-rated upon the commencement of employment. Unusedsickandsafetimewillnotbecarriedoverfromonecalendaryeartothenext,nor will it be paid out at the end of each year.
  • Holiday Leave:
    Mostmajorfederalholidaysoffincludingthedaysbetween Christmas Eve  and New Years Day. In addition, ILCM offers one floating holiday and the opportunity to exchange holidays that don’t fall within an employee's religious or cultural background (i.e., alternative holidays).
  • Paid Family & Medical Leave:
    In compliance with Minnesota statute. See Handbook and Benefits Guide for more information.
• Medical,dentalandvisioninsurance(withemployercontributions)
• SIMPLEIRAretirementplanwithemployermatch
• FSAandHSAwithemployercontributions(HSAisonlyavailableforemployeesenrolledin our HSA medical plan)
  • Pet Benefits&Pet Discount Programwithemployercontributions
  • Aremoteconnectivitystipendof $50/month
  • Payment for organizational/membership dues
  • Training/professionaldevelopmentbudgetof $500/year

• You will be championing social justice & creating meaningful impact via essential administrative and organizational support of the organization. You will work in a place that values diversity, equity, and belonging. We encourage new ideas, value multiple perspectives, and foster a supportive environment where each role matters.
• We offer competitive and transparent compensation. We aim to ensure that pay, benefits, and career progression reflect your contributions, impact, and market value.
• Youwillworkwithacommittedorganizationdedicatedtoservingandempoweringclients.
  
  ILCM’s values are grounded in respect for and partnership with our immigrant and refugee clients.

• Coordinate interpretation and translation services by scheduling interpreters, managing payments, and maintaining clear communication between clients, interpreters, accredited representatives, and attorneys.
• Provide basic IT and office-equipment support by assisting staff with troubleshooting internet connectivity, printers, postage meters, and similar office systems.
• Maintain the billing email inbox, ensuring payments are tracked, missing payments are flagged, and issues are routed appropriately.
• Assist with electronic and physical filing systems, ensuring records are organized, up-to-date, and stored in compliance with internal procedures.
• Complete monthly reconciliations of client documents, filing fees, payments for emergency client basic needs, and related records to ensure accuracy and maintain strong internal controls.
• Perform accurate and timely data entry across various systems.
• Assist with governance activities, including compiling Board of Directors packets,…