Executive and Program Assistant

Job Description: NAMI Arizona Executive and Program Assistant

Position Title: Executive and Program Assistant

Status: Part time

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Executive & Program Assistant to provide administrative, operational, and financial support to the Executive Director and Ending The Silence Program.

Compensation & Schedule

• Part-time position, averaging 25–30 hours per week.
• Hourly rate: $29.00 per hour.
• Paid sick time. Paid Holidays.
• Phone Stipend.
• Mileage Reimbursement.
• Flexible hybrid scheduling is available. Candidates should be located in or near the Phoenix Metro Area, as occasional in-person meetings, events, and administrative support may be required.

Key Responsibilities

• Provide direct administrative support to the Executive Director, including calendar management, scheduling, and meeting coordination.
• Serve as a primary point of contact for internal and external communications; screen and prioritize emails, calls, and correspondence.
• Prepare reports, presentations, meeting agendas, and meeting minutes; track action items and follow-up tasks.
• Assist with onboarding new Ending The Silence Program Coordinators and employees and support payroll-related notifications.
• Prepare monthly invoices and reports; process payments, donations, financial documents, and expense reports.
• Reconcile corporate credit card statements and assist with budget tracking and financial record maintenance.
• Maintain IT communications and support ticket coordination for ETS teams.
• Process purchasing requests and approved organizational purchases.
• Assist with data entry, record reconciliation, and maintenance of internal systems and platforms.
• Support special projects, event planning, community outreach, and other operational initiatives.
• Maintain strict confidentiality and professionalism when handling sensitive information.

Qualifications

• Minimum of 3 years of executive or senior-level administrative support experience.
• Bachelor’s degree preferred or an equivalent combination of education and experience.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with virtual collaboration and CRM platforms.
• Exceptional organizational, time management, and multitasking abilities.
• Strong written and verbal communication skills with the ability to draft professional correspondence.
• Ability to work independently, manage competing priorities, and adapt to changing business needs.

Key Attributes

• Detail-oriented and highly organized.
• Professional, dependable, and resourceful.
• Strong problem-solving and interpersonal skills.
• Ability to exercise discretion and maintain confidentiality.

Interested applicants are invited to submit a cover letter and resume to info@namiarizona.org. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

NAMI Arizona is an Equal Opportunity Employer and is committed to creating an inclusive workplace. We consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity, or any other protected status under applicable law.

Employment with the organization is at-will and may be terminated by either the employee or the organization at any time, with or without cause or notice, subject to applicable l

Job Type: Part-time

Pay: $29.00 per hour

Benefits:

• Flexible schedule
• Paid time off

People with a criminal record are encouraged to apply

Application Question(s):

• Do you have any previous experience working or volunteering with any organizations within the NAMI Alliance?

Education:

• Bachelor's (Required)

Experience:

• Executive administrative support: 3 years (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: Hybrid remote in Phoenix, AZ 85034