Senior Administrative Coordinator

Role Type: Full Time

Location: Philadelphia, PA [hybrid; 4 in-person days / week]

Pay Range: $55,000 - $65,000

SAADA is an organization on the rise, and we are seeking a Senior Administrative Coordinator to support us in further solidifying SAADA as a national leader in community-driven storytelling. If you are a conscientious, curious, and striving individual, we invite you to come build with us.

About the Role

As a Senior Administrative Coordinator, you will play a key role in ensuring SAADA’s success. Through your strong administrative and organizational skills, you will support the Senior Program Manager in making a meaningful difference at a critical juncture in our organization’s journey. This is a position that requires a high attention to detail, critical thinking skills, and adeptness with budgets, numbers, and financial coordination.

Who We Are

Over the past sixteen years, SAADA has grown from a modest digital repository to a powerhouse of South Asian American stories. Our archive, storytelling projects, artistic partnerships, walking tours, lesson plans, films, and books help ensure that South Asian Americans are recognized as an essential part of the American story. For more information about SAADA, visit our website; find us on Instagram; check out “Memories We Carry,” an exhibit created by one of our Archival Creators Fellows; or, listen to the soundtrack to our Revolution Remix walking tour of Philadelphia.

Your Role & Responsibilities

The Senior Administrative Coordinator position is a “figure out what needs to be done and do it” role, but here are some examples of the responsibilities that the role includes:

• Manage confidential financial information, ensuring accurate, up-to-date records of project-specific and organizational budgets, including tracking expenses, creating financial reports, and processing reimbursements, payments to vendors, and contract payments.
• Create and manage contractor and vendor agreements, ensuring policy compliance and clear communication with partners.
• Collaborate with the CRM Manager to maintain organization-wide Salesforce data and CRM-related tasks, ensuring accuracy and effective integration across departments.
• Schedule and coordinate team meetings, appointments, and events, managing multiple calendars and handling logistical details.
• Facilitate travel arrangements for staff and guests attending project-related events, coordinating accommodations, transportation, and itineraries.
• Take comprehensive meeting notes, develop actionable follow-ups, and monitor their completion.
• Identify, recommend, and implement software solutions to enhance workflow efficiency and organizational productivity.
• Provide executive-level administrative support for office operations, assisting with high-priority tasks, project support, and senior leadership requests.
• Develop administrative guides and best practices to improve team efficiency, serving as the primary trainer for office systems, applications, and resources.
• Support program events, including occasional evening or weekend participation, to ensure smooth execution.

Your Background & Skill Set

• 3-5 years of administrative experience.
• Commitment to confidentiality, an ability to exercise discretion, and a high level of professionalism.
• Top-notch organizational skills; if your books are in alphabetical order, your notes are color-coded, and you find to-do lists energizing, we want to talk to you!
• Experience with tracking program expenses, processing invoices, and handling grant-funded projects.
• Strong communication skills, both written and verbal.
• Attention to detail and accuracy in all work tasks.
• Ability to receive and implement constructive feedback.
• Proficiency in Microsoft Office Suite, with emphasis on Excel.
• Ability to work independently with minimal supervision and as part of a team.
• Flexibility and adaptability to changing priorities and deadlines.

Salary and Benefits

The pay range for this position is $55,000 - $65,000. SAADA is committed to providing our staff with a competitive benefits package, which includes a monthly health insurance stipend, paid time off, short- and long-term disability and life insurance, retirement matching, a wellness stipend, and a professional development fund. This hybrid position (typically four days in office per week following an initial non-hybrid in-person onboarding period) is based in SAADA’s Philadelphia office, located at 1650 Arch Street, Suite 2130, Philadelphia, PA 19103.

Join Us!

SAADA is an equal opportunity employer. We are building a team that is dedicated to our work and to each other and we’d love for you to join us. Applications will be considered on a rolling basis until this position is filled.

Please send your resume and cover letter as separate attachments in an email with the subject line “Senior Administrative Coordinator Position” to jobs@saada.org. Please also include how you found out about this position.

SAADA does not take phone calls regarding hiring. Please keep all communications as emails sent to jobs@saada.org.