Administrative Support Specialist II

Position Summary

4th Trimester Arizona is seeking a highly organized, dependable, and proactive part-time Administrative Assistant to support the day-to-day operations of a fast-paced and mission-driven organization. This role will provide administrative and operational support to the President and CEO and help ensure smooth coordination across meetings, communications, scheduling, documents, and organizational follow-through.

This position is ideal for someone who is detail-oriented, responsive, and calm under pressure, and who enjoys helping bring order and momentum to meaningful work. The Administrative Assistant will play an important behind-the-scenes role in helping our team stay focused on strategy, partnerships, programs, and impact.

This is a hybrid position. Arizona residency is required, and the role will include attendance at in-person meetings in Arizona as needed.

Key Responsibilities

• Manage calendar scheduling, meeting coordination, and logistical support for the President and CEO
• Support inbox organization and email follow-up, including flagging priority messages and drafting routine responses
• Prepare, format, and organize documents, agendas, meeting notes, reports, and other materials
• Track deadlines, action items, and follow-up needs across projects and meetings
• Coordinate logistics for internal and external meetings, including Zoom links, reminders, agendas, and materials
• Support coalition and partner communications logistics
• Assist with event coordination, registration support, and administrative preparation
• Help maintain organized digital files, folders, and shared documents
• Provide administrative support for invoicing, forms, contracts, and other operational paperwork
• Support special projects and other administrative needs as assigned

Qualifications

• Strong organizational skills and exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and follow through reliably
• Comfort working in a dynamic environment with shifting needs and timelines
• Professionalism, discretion, and sound judgment in handling sensitive information
• Proficiency with common workplace tools such as Google Workspace, Microsoft Office, Zoom, and basic spreadsheets
• Experience in administrative support, executive support, nonprofit operations, or related work preferred
• Familiarity with maternal health, nonprofit, coalition, or community-based work is a plus
• Must be an Arizona resident and available for in-person meetings in Arizona as needed

Ideal Candidate

• Steady, resourceful, and thoughtful
• Notices what needs to happen and follows through with care
• Helps reduce friction in a busy work environment
• Communicates clearly and professionally
• Supports mission-driven work without needing to be at the center of it
• Takes pride in helping others do their best work

Compensation

Compensation is dependent on experience and position structure.

Job Type: Part-time

Pay: From $18.00 per hour

Application Question(s):

• Can you work 15–20 hours per week and be available at least 10 hours/week between 9:00 a.m.–5:00 p.m. Monday–Friday?

Experience:

• Executive administrative support: 1 year (Preferred)

Shift availability:

• Day Shift (Preferred)

Work Location: Hybrid remote in Tempe, AZ 85284