Is the Administrative Assistant position below something you might be interested in, or do you know of someone who might have a passion and heart to serve in this capacity? If so, please email us here.

Administrative Assistant

Position Overview:

The Administrative Assistant provides essential administrative, operational, HR support, and secretarial assistance to the Executive Director at The Well International. This role is key to ensuring smooth internal communications, efficient calendar and scheduling management, and organized office workflow.

Individuals who should apply for this position are those with cross-cultural team work experience, who enjoy working with people, are flexible and self-starting, agree with the vision and mission of The Well International, and possess the qualifications below.

Key Responsibilities

HR & Staff Operations Support

  • Serve as the primary administrative contact for individuals interested in joining the team—managing initial communications and inquiries from prospective staff, interns, and volunteers.

  • Assist in developing new and renewing existing Memorandums of Understanding (MOUs) for staff members.

  • Assist in developing new and renewing existing Memorandums of Agreement (MOAs) with partner and member organizations.

  • Track and manage weekly staff schedules, comings and goings, and overall operational presence.

Executive Support & Leadership Team Assistance

  • Provide secretarial and administrative support directly to the Executive Director.

  • Record minutes for Executive Leadership Team (ELT) meetings and compile action items/tracking lists for leadership members.

  • Handle special projects as assigned by the Executive Director.

Operations & Event Coordination

  • Maintain organizational calendars for events and staff; arrange and coordinate scheduling, travel, and event logistics.

  • Coordinate travel arrangements for staff attending organizational debriefs and member organization conferences.

Communications & Administration

  • Prepare and send out monthly newsletters and handle special event correspondence.

  • Manage internal communications across staff and teams.

  • Schedule and draft agendas for weekly staff meetings.

  • Maintain the electronic filing system, ensuring routine data backup and organization.

Qualifications & Requirements

Technical Skills & Experience

  • Background or training in office management, administration, HR support, or a related field (preferred).

  • Strong proficiency in office software (word processing, spreadsheets, databases, email, and web tools).

  • Excellent written and verbal communication skills.

Key Competencies & Attributes

  • Organization & Detail: Exceptional organizational skills with strong attention to detail and accuracy.

  • Prioritization: Proven ability to multi-task, problem-solve, and manage competing priorities in a dynamic environment.

  • Adaptability: High degree of flexibility and comfort with changing priorities and schedules.

  • Teamwork & Decision-Making: Strong ability to make clear, timely decisions while working collaboratively as part of a team.

  • Discretion & Clinical Confidentiality: Strict commitment to maintaining high levels of confidentiality—not only regarding staff HR records and applicant data, but also in respecting the heightened privacy standards required within a professional counseling center environment.

Interested individuals who want to know more are invited to explore our website: www.thewellintl.org

or click here to fill in a brief response form to inform us of your interest.