Administrative Assistant

1619 Portland Ave
Minneapolis, MN 55404, USA

Play a role in helping clients by serving in an administrative role!

Be the backbone of hope and healing. At Minnesota Adult & Teen Challenge, every role matters in helping people overcome addiction and find a new path forward. Whether you’re working directly with clients or supporting behind the scenes, your contributions make recovery possible. In return, we offer a values-driven workplace, supportive managers, and opportunities to grow. That commitment has earned us recognition from Newsweek as a Best Addiction Treatment Center and seven straight Star Tribune Top Workplace awards.

Job Summary

The Administrative Assistant is responsible for providing high-level administrative and operational support to the Vice President of Recovery Services. This role anticipates administrative needs, manages scheduling and communications, prepares meeting materials, documents key discussions and action items, and supports departmental organization and follow-through. This role requires professionalism, discretion and the ability to build positive working relationships while supporting the mission of Minnesota Adult & Teen Challenge (“MnTC”).

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. The essential functions include the following:

Administrative Support

• Manages the Vice President’s calendar, coordinates meeting logistics, prioritizing scheduling needs and anticipates conflicts or competing priorities.
• Serves as the primary administrative support partner to the Vice President by managing day-to-day administrative activities and helping ensure priorities, commitments, and deliverables are organized and communicated effectively.
• Anticipates administrative needs of the Vice President and Recovery Services leadership team by monitoring priorities, coordinating follow-up activities, and helping ensure commitments, deadlines, and departmental initiatives remain on track.
• Coordinates communications for the Vice President, including phone calls, email correspondence, meeting requests and other administrative communications.
• Prepares agendas, reports, presentations, meeting materials, and supporting documentation for meetings and departmental initiatives.
• Assists with the preparation, organization, and distribution of materials for leadership meetings and organizational reporting activities.
• Attends program, leadership and departmental meetings; prepares and distributes meeting minutes, documents key decisions, captures action items, identifies responsible owners and target completion dates, and tracks follow-up activities to support accountability and progress on departmental priorities.
• Tracks assigned projects, deadlines, administrative deliverables and action items for the Vice President and follows up on outstanding items as needed.
• Maintains visibility of outstanding action items and provides regular follow-up to support completion of commitments and departmental objectives.
• Maintains accurate records, files, and documentation to support departmental operations, reporting requirements, and organizational compliance.
• Provides administrative support for special projects, department initiatives and other assignments as requested by the Vice President.
• Supports daily operations by helping the Vice President remain prepared and organized for meetings, events and departmental activities.

Department & Program Coordination

• Coordinates logistics for meetings, trainings, leadership gatherings, department events, and program-related activities.
• Assists with the collection, organization and maintenance of program data, reports, metrics and operational documents.
• Coordinates the administrative tracking of quarterly goals (“rocks”) for the Vice President and Program Directors by maintaining progress updates, documenting key milestones, and following up on assigned deliverables and action items.
• Supports communication and information sharing across programs and departments.
• Serves as a professional point of contact for clients and staff.
• Maintains strict confidentiality of sensitive client, employee, program and…