Mindbridge - Administrative Assistant

Position Title - Administrative Assistant

Compensation - Part Time (10-15hrs/week) - $25 an hour

Reports to - Administrative Manager

This is a hybrid position – applicants can anticipate a majority of work being remote with some in-person required for the greater Portland, ME metro area. 

Job Overview

This hybrid position is a chance to engage in meaningful work while learning about the intersection of psychology, neuroscience, and human rights and developing incredibly useful administrative skills that can be translated in many areas of life, professional or otherwise. 

The Administrative Assistant would be responsible for helping the helpers. As our Research, Institute, Fundraising, and Research, Institute, Fundraising, and Mental Health departments transform the impact of human rights work, the Administrative Assistant works directly with the Administrative Manager to help them succeed.

Skills such as planning, organizing, effective communication, and creativity are required. If you’re good at pulling together resources, self-directed learning, problem solving, and weaving loose threads into a whole picture, this is the job for you! This position is largely about meeting the needs of our team members, so a candidate who can work both independently and with a group is the right fit. Patience, interpersonal skills, and thoughtfulness are a must: people need to feel comfortable coming to you for help in the workplace 

Because we are a human rights organization, Mindbridge believes in development: You can expect to learn a lot about the neuropsychology of human rights, to be included in meetings and strategic planning, and to have the opportunity to participate in larger projects that interest you.

Ideal candidates will have experience working with people from diverse ethnic, linguistic, socioeconomic and cultural communities, as well as a demonstrated commitment to inclusion, justice, and human rights. While there are some requirements around competent use of technology and digital tools, this is also a role that can be a development opportunity for the right candidate.

We are committed to building a diverse and inclusive workplace and strongly encourage applications from individuals of all backgrounds, including those from historically underrepresented or marginalized communities. In addition to our requirements, Mindbridge also considers the lived experience of candidates: you may see a long list of job requirements and feel discouraged because you don’t match every single bullet point – we would love for you to apply anyway if you believe this is a role that you’ll be well suited for. Our priority is competency, a willingness to learn, and the drive to problem solve collaboratively.

Primary duties:

  • Working closely with the Administrative Manager to assist the Mindbridge team in facilitating projects: pulling documents, coordinating resources, and working “behind the scenes” to help where needed, etc.

  • Scheduling and logistics: scheduling of appointments, coordinating logistics for meetings, trainings, travel, and assisting in preparing meeting materials.

  • Writing and editing: Documenting meeting minutes and summaries through note taking, helping to create and edit documents and reports, as well as helping to complete forms and applications.

  • Assist the Development Officer in preparing and managing appeals and funding applications, donor acknowledgements, contact lists, mailing lists, and donor data.

  • Assist the Mindbridge Institute Team in document preparation, student enrollment, participant inquiries, and course registration.

  • Assist the Mindbridge Research Department with participant outreach, scheduling, and participant compensation.

Qualifications:

  • Organizational Skills: Strong attention to detail and ability to maintain structure while balancing shifting needs; much of your work will be keeping resources and information organized and accessible for our team.

  • Time Management: Ability to arrange multiple priorities, assign attention, and meet deadlines in a dynamic work environment. 

  • Effective Communication: Clear and professional written and verbal communication skills. Ability to engage with diverse stakeholders to foster understanding, collaboration, and a positive working relationship.

  • Technological Literacy & Willingness to Learn: Proficiency with digital tools used in remote/hybrid work environments, including:

    • Google Apps or Microsoft Office

    • Virtual meeting platforms (Zoom or similar)

    • Task management software (Asana, Trello, Jira, Monday, etc.)

    • Dropbox and Adobe PDFs (preferred but not required)

    • A key part of this role is troubleshooting and supporting our team’s use of these tools. While prior experience is helpful, a willingness to learn and independently explore new systems is equally valued. Your proficiency with any of the above tools is more important than how you gained it, whether that be through academic, professional, or personal experience.

  • Adaptability & Problem-Solving: Comfortable working both independently and collaboratively. Able to adjust to shifting priorities while proactively finding solutions to administrative challenges.

  • Collaborative Support & Personability: Strong interpersonal skills and a welcoming, approachable demeanor that fosters an inclusive and supportive work environment. Must genuinely enjoy helping others, collaborating, and troubleshooting challenges with a diverse team. Thoughtfulness, patience, and adaptability are key as you assist, organize, and improve processes. If you thrive in a dynamic role where teamwork and problem-solving are central, this is for you. If you prefer working independently without interruptions, this may not be the best fit.

  • Professional & Educational Background: Prior experience as an Administrative Assistant (or similar) is helpful but not required. All formal education levels are encouraged to apply- a college degree is not required.

This is a part-time role. The successful candidate will have the opportunity to make a meaningful impact both for our organization and in the world of human rights. We are committed to diversity, equity, and inclusion, and encourage candidates from all backgrounds to apply.

You can apply by sending a copy of your resume and cover letter to admin@mindbridgecenter.org with the subject line: Administrative Assistant