Title: Events and Administrative Assistant
Reports to: Events & Logistics Manager
Location: Charlottesville, VA. This is a hybrid position. The Charlottesville office is near Rio and 29
Schedule: Monday – Friday, up to 20 hours/week
Status: Part Time – Non-exempt
Compensation: $23-27/hour

Position Summary

Provides administrative support primarily in the areas of event & office administration plus project support for other departmental needs, as time allows.

Essential Responsibilities

  • Event Planning Support, including but not limited to:
    • Making travel arrangements for staff, faculty, and event participants
    • Managing and submitting expense reports
    • Coordinating event attendee tracking, logistics, and communications
    • Preparing event materials and signage
    • Providing general logistical support for events such as the annual Summer Research Institute, India Dialogue, staff retreats, board meetings, and U.S. regional events
    • Assisting with the planning and coordination of online events hosted via Zoom
    • Occasionally attending meetings to take minutes and track follow-up action items
    • Entering, updating, and maintaining accurate event-related records in Salesforce
    • Organizing and maintaining needed event related supplies
    • Employing tools including Doodle poll, Google Calendar, Google Sheets, Gmail, Google Docs, Zoom, and Salesforce
  • General Office Management (10%?), including but not limited to:
    • Manage incoming mail, including daily collection of onsite office mail and periodic retrieval from the offsite UPS mailbox. Coordinate with the Executive Assistant regarding mailed checks or time-sensitive correspondence.
    • Monitor and maintain inventory of essential office supplies, including stationary, snacks, beverages, and kitchen/restroom necessities; restock as needed to ensure a well-functioning and hospitable workspace.
    • Oversee routine maintenance and functionality of office equipment such as the water cooler, shredder, humidifier, and coordinate weekly recycling and trash removal when needed.
    • Ensure the office environment is tidy, organized, and welcoming—maintaining a professional appearance in common areas and keeping storage spaces well-organized and accessible.
    • Coordinate periodic in-office staff lunches, local staff cultural events, and other logistics around President’s visits to Charlottesville.
    • Maintains positive working relationships and participates in promoting positive culture with Mind & Life team and broader Mind & Life community

Qualifications

  • Previous on-the-job experience with event planning and administrative support.
  • Demonstrates excellent attention to detail marked by intentionality.
  • Advanced proficiency in the use of office technology and operating systems, including Google Workspace (Drive, Sheets, Docs, Slides) and MS Office Suite (Word, Excel, PowerPoint).  Salesforce database knowledge is a plus.
  • Ability to problem-solve and handle multiple tasks with a proven system for tracking priorities.
  • Strong communication skills (written and oral), with the ability to communicate with discretion and poise effectively and personably.
  • Collaborative nature, with the ability to maintain strong and positive relationships with internal and external stakeholders.
  • Team-oriented with an energetic and proactive attitude and approach.
  • Able to maintain strict confidentiality and discretion.
  • Embodies personal qualities of integrity, kindheartedness, and credibility.
  • High level of self-awareness and emotional intelligence.
  • Multicultural awareness and appreciation of diversity.
  • Strong commitment to the mission and values of the Mind & Life Institute.

Additional Information

  • Based in Charlottesville, Virginia.
  • Mind & Life operates in a hybrid in-person and remote work environment. The Charlottesville office is near Rio and Seminole Trail/29.
  • Mind & Life is an equal opportunity employer and is committed to equity, diversity, and inclusion, and following best practices to support a thriving organization with a diversity of perspectives. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Please submit your cover letter and resume to jobs@mindandlife.org using the subject line “Events and Administrative Assistant”

(Updated July 22, 2025)

About Mind & Life

At the Mind & Life Institute, we bring science and contemplative wisdom together to better understand the mind and create positive change in the world. Building on Mind & Life’s 35-year legacy and co-founder the Dalai Lama, we seek to foster insights and inspire action on how our inner lives contribute to individual, societal, and planetary flourishing. We’re committed to addressing mounting global challenges through our convenings, grantmaking, digital resources, and strategic partnerships.

With our organizational values of compassion, integrity, excellence, inclusion, and curiosity, we are committed to attracting and retaining a diverse staff. As such, we will honor your experiences, perspectives, and unique identity. Together, we strive to create and maintain a working environment that is inclusive, equitable and welcoming.