One Mind Job Opening: Senior Administrative Coordinator, One Mind at Work & Rising Star Academy

Job Description:

Senior Administrative Coordinator, One Mind at Work & One Mind Rising Star Academy

The Senior Administrative Coordinator is a critical operational and administrative partner supporting two flagship One Mind programs: One Mind at Work and the One Mind Rising Star Academy. This role provides high-level executive support, program-wide administrative coordination, and operational continuity across leaders, teams, and external stakeholders.

For One Mind at Work, the Senior Administrative Coordinator functions as Executive Assistant to the Vice President of One Mind at Work and a centralized administrative resource supporting member outreach and development, coalition coordination, program operations, and the administrative execution of the Mental Health at Work Index, ensuring timelines, logistics, documentation, and follow-through are managed with consistency and precision.

For the One Mind Rising Star Academy, the Senior Administrative Coordinator provides administrative and logistical support to the Chief Scientific Officer, contributing to the smooth operation of scientific programming, convenings, and governance activities.

Responsibilities include:

1.    Executive & Senior Administrative Support

One Mind at Work

• Serve as Executive Assistant to the Vice President of One Mind at Work, managing complex calendars, scheduling internal and external meetings, preparing agendas, capturing notes, tracking action items, and ensuring follow-through.
• Provide direct administrative support to One Mind at Work leadership, including scheduling and coordination related to member prospecting, recruitment, engagement, and retention activities.
• Provide administrative support for member coalition coordination (e.g., Legal, Nonprofit, Large Employer, Regional coalitions), including meeting logistics, materials, communications, and tracking.
• Support travel planning and expense coordination as needed.
• Coordinate logistics and preparation for leadership meetings, strategy sessions, and cross-functional collaborations.
• Draft, format, and organize presentations, briefing documents, talking points, and internal communications for senior leaders.
• Act as a trusted administrative partner, exercising sound judgment, discretion, and proactive problem solving.

One Mind Rising Star Academy

• Provide senior administrative support to the Chief Scientific Officer, including calendar management, meeting preparation, agenda development, and follow-through on action items.
• Coordinate internal and external scheduling across Rising Star Academy stakeholders, including Rising Star Awardees (RSAs), Scientific Advisory Board members, guest speakers, and program partners.
• Prepare and organize briefing documents, meeting materials, and communications to support scientific programming, governance activities, and leadership-level engagement.
• Support travel planning, scheduling coordination, and logistics for scientific convenings, conferences, and in-person Academy activities as needed.
• Maintain organized documentation and workflows to ensure operational continuity and timely follow-through across Academy priorities.

2. Administrative & Operational Support for Key Program Deliverables

Mental Health at Work Index

• Serve as the primary administrative coordinator for the Mental Health at Work Index, supporting internal leaders, external partners, and participating organizations.
• Coordinate Index-related scheduling and logistics, including organization registration and onboarding support, enrollment key distribution and tracking, and scheduling expert review calls and follow-up meetings.
• Maintain and organize Index documentation, timelines, shared files, and operational trackers to ensure consistency and continuity.
• Track workflows, deadlines, and action items; follow up to support timely completion.
• Prepare and distribute agendas, materials, and notes for recurring Index meetings and expert review calls.
• Serve as the first point of contact for administrative and logistical inquiries related to Index participation, escalating issues as appropriate.
• Support quality assurance processes by tracking reported issues, documenting resolutions, and coordinating follow-up with internal teams and external vendors.
• Assist with CRM and data-entry tasks related to Index participation, engagement tracking, and administrative reporting.

One Mind Rising Star Academy

• Provide administrative and logistical support for Rising Star Academy core deliverables, including programming, grants administration, and governance processes.
• Support administration of the Rising Star Grant Program, including management of the online application portal, incoming submissions, applicant communications, and technical platform questions.
• Maintain and update applicant support materials, including FAQs and informational resources.
• Support planning and execution of informational webinars, including scheduling, communications, and coordination of materials.
• Organize and track grant submissions in Excel or other inventory systems to ensure accurate documentation and smooth review workflows.
• Support reviewer assignment processes by tracking conflicts of interest (COI) and coordinating application routing with the Scientific Advisory Board.
• Track timelines, deliverables, and key milestones across Academy activities to ensure clear accountability and consistent progress.

3. Program-Wide Administrative Coordination

One Mind at Work

• Provide senior-level administrative support across the One Mind at Work program, including direct support for membership and operations.
• Coordinate scheduling, logistics, and follow-up for member engagement activities and calls, webinars, convenings, coalition meetings, and internal planning meetings.
• Maintain centralized records, documentation, and shared resources to support operational excellence and institutional knowledge.
• Identify and implement administrative and process improvements to increase efficiency and consistency across the team.

One Mind Rising Star Academy

• Provide program-wide administrative coordination across Rising Star Academy initiatives, ensuring consistent communication, reliable scheduling, and strong follow-through.
• Manage RSA-facing logistics and communications, including responding to scheduling and participation inquiries and supporting onboarding needs.
• Coordinate scheduling with RSAs, speakers, interns, and Scientific Advisory Board members for sessions, workshops, mentorship meetings, and convenings.
• Draft and publish LinkedIn posts and program updates to highlight Academy activities, milestones, and key outcomes.
• Record sessions as needed and capture notes, outcomes, action items, and next steps to support documentation and follow-through.
• Develop and organize follow-up materials, including recap emails, session summaries, and participant resources.
• Compile and analyze feedback data (quantitative and qualitative) to identify trends and inform continuous improvement across Academy programming.

4. Convenings & Event Support

One Mind at Work

• Support planning and logistics for One Mind at Work convenings, webinars, coalition meetings, and leadership events, including scheduling, materials preparation, and attendee communications.
• Coordinate meeting logistics, track registrations as needed, support run-of-show preparation, and provide real-time administrative support during live sessions.
• Support travel coordination and expense reporting for key meetings and events as needed.

One Mind Rising Star Academy

• Provide administrative and logistical support for Rising Star Academy-related convenings and scientific events, including both virtual and in-person programming.
• Support registration management, attendee communications, and scheduling logistics for Rising Star Academy events and meetings.
• Provide programming support, including speaker coordination, session scheduling, and materials tracking.
• Partner with internal events teams to support in-person convenings and day-of execution, including run-of-show coordination and troubleshooting.
• Coordinate reimbursement tracking and documentation for Rising Star Academy-related travel and event expenses, ensuring accurate and timely processing.
• Support Academy engagement activities that may connect to broader One Mind events (e.g., Science & Innovation Symposium, Future of Mental Health Summit, All Music Festival), as applicable.

Cross-Program Coordination & Organizational Support

• Serve as a connector across leaders and teams, helping ensure alignment, clarity, and timely execution of shared priorities across One Mind at Work and the Rising Star Academy.
• Support cross-program coordination and communications to ensure information flow, scheduling, and deliverables are managed effectively.
• Maintain clear administrative systems, trackers, and documentation that strengthen continuity and reduce operational friction across both programs.
• Contribute to a collaborative, respectful, and high-performing team culture by modeling professionalism, responsiveness, accountability, and attention to detail.
• Perform additional senior administrative and coordination duties as assigned in support of organizational priorities, including Rising Star Academy leadership support and program operations.

Qualifications

• Bachelor’s degree or equivalent professional experience required.
• 7+ years of experience in senior administrative, executive coordination, or operations roles, ideally within a nonprofit, academic, professional services, or mission-driven organization.
• Demonstrated experience supporting multiple senior leaders and managing complex, competing priorities.
• Experience supporting complex, multi-step programs or assessments involving external stakeholders, vendors, and recurring deliverables.
• Exceptional organizational skills and attention to detail, with strong follow-through.
• Excellent written and verbal communication skills.
• High degree of professionalism, discretion, and judgment in handling confidential and sensitive information.
• Proficiency with productivity and collaboration tools (e.g., Microsoft Office, Google Workspace, Zoom, CRM systems, grant-management platforms/systems).
• Ability to work independently, anticipate needs, and proactively solve problems in a remote environment.
• Interest in or commitment to mental health, workplace well-being, science, or social impact strongly preferred.
• Experience supporting scientific, research, or academic stakeholder groups (e.g., advisory boards, researchers, grant programs, or convenings) strongly preferred.

Location

• This position can work remotely for a significant portion of the time. Candidate must reside in one of the following states: CA, WA, NY, GA, AL, NJ, DC, MD.
• Position will be required to travel to Napa Valley, San Francisco, New York, and other areas around the United States dependent on fundraising event needs. The One Mind office is located in Rutherford, CA.

Compensation  

Salary is DOE: anticipated salary range of $70,000-$80,000, with annual performance bonus possible.  

To Apply

Please send the following as one PDF to marcus.sauter@onemind.org

• Cover letter with salary requirements
• Resume
• References