Administrative Associate

Miami, FL | Full-Time

(Miami-based applicants only)

Reports to: Chief Operations & External Affairs Officer

Start Date: Immediately

Status: Full-Time, Non-Exempt

Location: In-office at The Lucy Project (The Roads), with occasional offsite work in support of programs and events

Work Schedule: Monday–Friday, 8:30 a.m.–4:30 p.m.; occasional evening and weekend support for programs and events

Salary: $50,000 annually

Benefits: Medical and supplemental insurance provided; 90% covered by TLP / 10% covered by employee

Growth: Opportunity for growth within the organization

ABOUT THE LUCY PROJECT

The Lucy Project, Inc. (TLP) is a Miami-based nonprofit organization dedicated to transforming lives through literacy. We provide evidence-based reading support and educational resources to children facing literacy challenges, working alongside families, schools, and community partners to ensure every child has the opportunity to reach their full potential. At TLP, we are guided by our core values of Excellence, Trust, Ownership, Equity, and Growth.

POSITION SUMMARY

The Administrative Associate provides essential administrative, coordination, and data support across The Lucy Project's core programs and office operations. This role is designed for a highly organized professional with strong administrative support skills who excels at managing systems, logistics, and follow-through in a dynamic nonprofit environment.

This position is primarily office-based and administrative in nature. The Administrative Associate ensures that program data collection is accurate, usable, and completed in a timely fashion; coordinates Learning Specialists' schedules and logistics; and supports day-to-day office and program operations so that instructional staff can focus on service delivery.

KEY RESPONSIBILITIES

  • Maintain organized data systems, trackers, and shared files to ensure data is usable and accessible

  • Prepare clean, well-organized datasets and summaries for review by leadership

  • Support grant and internal reporting by compiling required quantitative program data

  • Support scheduling logistics related to program delivery, training, and organizational events

  • Support professional development training sessions in collaboration with the Instructional Specialist and Programs Coordinator

  • Maintain an up-to-date office calendar of events

  • Maintain office and program supplies inventory and replenish supplies in a timely manner to avoid gaps

  • Receive and distribute mail and packages

  • Print checks and support basic administrative finance tasks as directed

  • Answer the organization's main phone line, check messages regularly, and respond or forward inquiries as appropriate

  • Interface with building management regarding office needs, maintenance issues, parking, and building access

  • Support general office organization and administrative needs as they arise

  • Support onboarding and offboarding processes, including computer assignments, creating and terminating Google Workspace accounts, disseminating keys and branded materials such as shirts and nametags, and coordinating access to systems

  • Communicate regularly with Programs, Operations, and Finance team members to ensure smooth coordination

  • Flag missing information, delays, or operational risks and escalate as needed

  • Maintain clear documentation of processes, schedules, and administrative systems

QUALIFICATIONS

Required

  • Proven experience in administrative support, office management, or program coordination roles

  • Strong organizational skills and attention to detail

  • Comfort working with data, spreadsheets, trackers, and shared systems

  • Ability to manage multiple priorities and follow up consistently on deadlines

  • Strong written and verbal communication skills

  • Fully bilingual in English and Spanish (written and verbal) required

  • Ability to work full-time in an in-office setting

Preferred

  • Experience supporting onboarding/offboarding or basic IT account administration

  • Comfort coordinating schedules across multiple staff and sites

  • Nonprofit experience a plus

WHAT THIS ROLE IS NOT

  • Does not supervise staff

  • Does not provide instructional coaching or fidelity support

  • Does not design curriculum or instructional systems

  • Does not set program strategy or policy

PHYSICAL & WORK ENVIRONMENT REQUIREMENTS

  • Primarily office-based work in a professional office environment

  • Ability to sit for extended periods and work at a computer

  • Ability to lift and carry office or program supplies up to approximately 25 pounds

  • Occasional travel to program sites or events as needed

  • Reliable transportation

The Lucy Project offers a collaborative work environment, opportunities for professional development, and the chance to contribute to meaningful, mission-driven work.

To apply for this position, please send your cover letter and resume tlpoffice@lucyproject.org with the subject line: Administrative Assistant Job Application.