Swanee Hunt Alternatives

The Administrative Assistant provides high-level administrative support to the Directors of our NowHere program and our Senior Advisor. Their primary responsibility is to ensure the Directors for the NowHere Program and the Senior Advisor are fully organized and optimized, enabling them to focus on critical business decisions and strategic goals. The Senior Advisor and Directors of NowHere are key members of the Foundations leadership, offering strategic vision and driving impactful, collaborative work.

The Administrative Assistant will serve as their right-hand and implementer and will provide essential support by managing office tasks, maintaining records, facilitating communication, and assisting with event and convening planning. The Administrative Assistant will also handle scheduling appointments, preparing briefing documents, and keeping the Co-Directors and Senior Advisor organized and informed. This position is essential to maintaining the smooth and efficient operations of Hunt Alternatives.

Given the dynamic and dual nature of this role, the ideal candidate will have exceptional time management skills and the ability to anticipate needs. Success in this position requires handling highly sensitive information with the utmost discretion and confidentiality,

NOWHERE CO-DIRECTOR SUPPORT

Event Planning

• Assist with planning and coordination of convenings and panels, including
• Identifying location
• Managing catering and other food and beverage needs
• Overseeing promotion of events
• Coordinating and clean up on the day of the event
• Managing and coordinating presenters and participants

Record Keeping

• Create and maintain record-keeping files and processes, including grant applications, grantee correspondence, grant reports, grant recommendations, and presentations.
• Attend meetings with NowHere Fund and take notes
• Develop post-meeting follow-up tasks, assignments, and timelines
• Manage follow-up tasks, assignments, and timelines, in coordination with NowHere Fund co-directors and consultants
• Maintain various personal records as needed

Calendar Management

• Manage and update calendars, while coordinating closely with Lillian and avoiding conflicts
• Schedule meetings, including site visits, meetings with consultants, and other advisors
• Send reminders to directors and be sure they are prepared for meetings
• Coordinate with Lillian to schedule personal family appointments, including keeping track of follow-ups and details

Communications/Marketing

• Manage emails and other forms of communication
• Maintain the website

Project Management and Research

• Coordinating project-specific work with NowHere co-directors and consultants
• Prepare communications, including memos, talking points, briefing docs, and reports
• Other Duties
• Light errands as needed (i.e., picking up and dropping off mail)

Other duties as assigned

SENIOR ADVISOR SUPPORT

Calendar and Scheduling Management:

• Manage and optimize executive’s calendar with an eye toward time efficiency and priorities.
• Coordinate recurring check-ins, team meetings, and external appointments.
• Prepare and distribute agendas, take notes as needed (often from recordings), and ensure timely follow-up on action items.

Document Management, Editing, and Formatting:

• Draft, proofread, and edit internal and external communications (emails, memos, reports, proposals).
• Review, edit, and format documents, presentations, and correspondence for clarity, grammar, and professional tone.
• Create templates, style guides, or documentation protocols for consistency.

Recruitment & Hiring Support

• Review incoming resumes to identify candidates who meet key qualifications and role requirements (mostly from Indeed).
• Conduct initial candidate screenings or pre-interview assessments (via email, phone, or forms).
• Coordinate and schedule interviews with candidates and internal stakeholders across time zones.
• Draft and send interview confirmations, calendar invites, and prep materials to candidates.
• Track candidate progress through the hiring pipeline using ATS tools or spreadsheets.
• Follow up with candidates' post-interview to communicate next steps or collect additional materials.
• Maintain confidentiality of candidate information and hiring decisions.
• Maintain organized records of applicants, interview notes, and hiring decisions.

Task & Time Management:

• Help manage and maintain the executive’s to-do list, prioritizing tasks and following up on outstanding items.
• Track deadlines and ensure the executive remains organized and on schedule.
• Prioritize daily/weekly tasks and follow up to ensure nothing falls through the cracks.
• Assist with goal tracking and project milestone oversight.

Document & File Organization:

• Maintain organized digital filing systems (e.g., Sharepoint, Dropbox, etc.).
• Create and implement systems to streamline access to important documents and resources.

Research & Briefing Preparation:

• Conduct background research on individuals, organizations, or topics in preparation for meetings or projects.
• Summarize findings and prepare clear, concise briefing documents and talking points.

Compensation & Benefits

Compensation will be commensurate with experience. Employee benefits include access to medical, dental, and vision insurance, as well as employer-funded life insurance, ADD, and short- and long-term disability plans. The organization provides a 401(k) plan and matches 100% of the first six percent of an employee’s annual salary that she/he contributes to her/his plan. Hunt Alternatives offers paid time off which incorporates all holidays, vacation days, and personal days. Hunt Alternatives also offers 5 paid sick days per calendar year. Other benefits include parental leave, flexible healthcare and dependent care spending accounts, and professional development.

Hunt Alternatives is an Equal Opportunity Employer

We strongly encourage applications from people of color, LGBTQIA+ individuals, people with disabilities, and others from communities that have been historically underrepresented or marginalized in the nonprofit sector. A diverse workforce helps Hunt Alternatives realize its fullest potential. We are committed to fostering an environment founded on justice and equity that embraces mutual respect, cooperation, and productive relationships.

Job Type: Full-time

Base Pay: $22.00 - $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Work Location: Hybrid remote in Denver, CO 80206