PRIMARY RESPONSIBILITY: MEETING, TASK & FOLLOW-UP SUPPORT

This is a core function of the role.

• Attend meetings with leadership to document outcomes and assigned work.
• Take detailed, structured meeting notes that clearly capture:
  • Tasks assigned
  • Responsible parties
  • Due dates and timelines
  • Required follow-up or dependencies
• Create and maintain action-item and task lists based on meeting discussions.
• Track progress on assigned tasks and proactively follow up to support accountability.
• Provide leadership with clear written summaries after meetings outlining:
  • Decisions made
  • Tasks assigned
  • Outstanding items
• Assist in developing and organizing meeting agendas in advance.
• Help keep meetings on task and on time by monitoring agenda flow and capturing next steps.
• Manage and coordinate meeting schedules and calendars, including scheduling follow-up and recurring meetings.

HVRP Operations Support

• Entering data on budget narratives, Grant applications or other areas as needed
• Support development, formatting, and maintenance of HVRP training plans, onboarding materials, and internal guidance documents.
• Assist with working through and implementing operational plans by tracking progress and organizing supporting documentation.
• Support leadership in troubleshooting operational challenges by gathering information, documenting issues, and organizing materials for review.
• Gather, organize, and verify HVRP program documentation for internal monitoring, reporting, or compliance review.

Operations & HR Support

• Researching Laws and Regulation and apply to company
• Support onboarding, personnel record-keeping, and HR compliance documentation as directed.
• Assist with documenting processes and maintaining standard operating procedures.
• Relay standard information or updates between leadership and program staff.

Accounting Support 

• Collect, organize, and track receipts, invoices, and supporting documentation to complete grant draws through PMS.
• Enter routine data into spreadsheets or accounting systems related to all grant draws.
• Complete in-depth reviews of draw documentation, audit materials, NICRA-related documents, or other required financial support materials.
• Assist with simple reconciliations under direction.
• Review all financial documentation for completeness and accuracy prior to submission.

Continuity Support

When operational or administrative leadership is unavailable, provide:

• Status updates
• Document retrieval
• Standard process information

This role does not include approvals, policy decisions, or financial interpretation.

Minimum Required Qualifications: 

• Degree or relevant work experience that demonstrates the required knowledge and abilities for this role.
• High-level proficiency in Microsoft Office, with advanced Excel skills required.
• High level of overall computer proficiency, including the ability to learn internal systems quickly and work independently.
• Proven ability to take detailed notes, document assignments, track tasks, and follow through without reminders.
• Ability to work independently, manage priorities, and complete tasks with minimal direction.
• Strong administrative and organizational skills with exceptional attention to detail.
• Ability to produce clean, well-formatted, professional documents.
• Highest level of confidentiality, discretion, and professionalism when handling sensitive operational, HR, and financial information.

Compensation and Benefits: 

• Hourly Rate: $25-$30 based on experience 
• Paid Company Holidays 
• Sick Time: Eligible after 90 days   
• Paid Time Off: Eligible after 90 days 
• Healthcare: Eligible after 90 days 
• 401k