Administrative Specialist

Administrative Specialist Job Description

About Us

Beginning in 2016, UNDIVIDED saw a need to take businesses, organizations, and churches from isolation into community and to create a lasting impact on healing the racial injustices and harm we see today. We are a diverse team of people on a mission to unite and ignite people, and particularly Jesus followers for multi-racial healing, solidarity & justice. We envision a flow of racial healing that repairs wounds and cultivates equitable systems where all people flourish.

We achieve our mission and vision by developing and delivering interactive experiences that empower organizations to be architects of change in their industries and communities. We’re creative and forward-thinking while remaining rooted in the American Evangelical Church to bring freedom and justice forward. While we are working hard to make an impact in our world, we are also having fun, making time for rest and reflection, learning and encouraging one another.

Role Description

Reports to: Operations Director

This role provides high-level administrative and operational support to UNDIVIDED’s leadership across Partnership and Growth, Experiences and Learning, and Operations.

The Administrative Specialist ensures leaders are supported, communication flows smoothly, and projects and events are executed effectively. This role requires strong judgment, attention to detail, and the ability to manage multiple priorities while supporting multiple leaders.

This role is central to how UNDIVIDED operates. By supporting leadership and strengthening coordination across teams, you help ensure our work is effective, aligned, and impactful.

General Administrative Duties

• Manage complex calendars, including scheduling, prioritization, and preparation of meetings
• Prepare agendas, briefing materials, and follow-ups
• Draft and edit emails, memos, reports, and presentations
• Support inboxes and shared mailboxes, responding and routing inquiries appropriately
• Exercise strong judgment in responding to internal and external requests on behalf of leadership
• Coordinate travel, including transportation, lodging, and expense tracking
• Maintain organized records and documentation
• Handle sensitive and confidential information with discretion, professionalism, and sound judgment

Cross-Team Coordination & Project Support

• Track priorities, timelines, and deliverables across departments
• Support project planning and execution, including building timelines and tracking progress
• Serve as a resource to support teams with large or complex projects
• Ensure follow-through on action items and commitments
  

Support for Operations + Experience & Learning and Partnerships & Growth Departments

• Draft internal and external communications and conduct light research to support engagement with partners, funders, teams, and community members
• Serve as a liaison across teams, partners, and stakeholders to strengthen relationships through timely, thoughtful outreach
• Coordinate logistics for meetings, events, retreats, and convenings, both virtual and in-person, including national meetings, staff gatherings, and participant communication
• Maintain and organize CRM data across departments, ensuring accuracy and consistency; log interactions, update contact records, and assist with report generation
• Support contract documentation, tracking, and vendor coordination across Experiences, Professional Development, and Operations, ensuring timely follow-up and next steps
• Manage receipts, track expenses, and assist with basic financial organization and documentation
• Provide general administrative support to keep day-to-day operations running smoothly

Specific Skills Required

• Strong organizational and project management skills
• Excellent written and verbal communication
• Adapts effectively to changing priorities and organizational needs
• High attention to detail and follow-through
• Collaborates effectively across teams and departments
• Handles sensitive and confidential information with discretion, professionalism, and sound judgment
• Demonstrates initiative and independent problem-solving

Preferred Skills

• 3-5 years of experience supporting multiple executives or senior leaders
• Experience in nonprofit, faith-based, or mission-driven work
• Experience supporting board members or governance processes (a plus)
• Familiarity with CRM, project management, and finance management tools (Salesforce, LMS, Asana, Expensify etc.)
• Bilingual (Spanish/English) is a plus
• Expertise in Google Products and Microsoft Office 365 is necessary.
• Experience using virtual collaboration and project management platforms such as Zoom, Asana, or similar systems preferred.

What Success Looks Like

• Leaders are well-supported and focused on strategic work
• Clients and partners feel prioritized, valued, and consistently supported
• Communication is clear, timely, and effective
• Projects and events are well-coordinated and executed
• Teams feel supported and aligned
• Details are handled and nothing falls through the crack

Physical Requirements & Work Environment

This position operates in a remote work environment. Employees regularly use standard equipment such as computers, phones, and video conferencing tools to collaborate with teams and leadership. Attendance at two annual staff retreats is required, along with occasional in-person participation at meetings or events. Some evening or weekend availability may be needed.

Compensation & Benefits

The salary range for this position is $45,000 – $55,000 annually, commensurate with experience and qualifications. UNDIVIDED offers a comprehensive benefits package including health, dental, and vision coverage through an ICHRA, a 401(k) with 5% employer contribution, 20 days of paid vacation, and 15 paid holidays.

How to Apply

To apply, please visit our careers page on our website and submit your resume and a brief cover letter. Applications will be reviewed on a rolling basis. We encourage candidates from all backgrounds to apply.

Equal Employment Opportunity

UNDIVIDED is an Equal Opportunity Employer and is committed to creating an inclusive environment for all employees. We celebrate diversity and prohibit discrimination and harassment of any kind based on race, color, religion, sex, gender identity or expression, sexual orientation, national origin, disability, age, veteran status, or any other protected characteristic under applicable law.