Jul 14, 2026
** Interested candidates should send their resume’ to info@flatfeehiring.com **
Job Description:
The Executive Administrative Assistant serves as the primary administrative partner to the Executive Director, helping maximize the Executive Director’s effectiveness by managing schedules, communications, follow-through, and organizational coordination. This position is far more than calendar management. The Executive Administrative Assistant acts as an extension of the Executive Director by ensuring that priorities remain organized, relationships are well cared for, important details are not overlooked, and communication flows smoothly across the organization.
Success in this role requires exceptional judgment, discretion, organization, initiative, and a heart for serving others.
Executive Support (40%) Calendar Management
● Own and maintain the Executive Director’s calendar.
● Coordinate meetings with staff, board members, donors, partners, volunteers, and community leaders.
● Schedule, confirm, and reschedule meetings as needed.
● Protect the Executive Director’s time by helping prioritize competing requests.
● Prepare daily and weekly calendar reviews to ensure readiness for upcoming meetings.
● Coordinate travel arrangements and itineraries when needed. Meeting Preparation
● Assist in preparing meeting agendas and supporting materials.
● Ensure meetings have appropriate locations, technology, and logistics arranged.
● Capture action items and follow-up responsibilities when appropriate.
Executive Communications (30%) Email Management
● Monitor the Executive Director’s inbox throughout the day.
● Delete spam and report phishing attempts.
● Respond to routine inquiries on behalf of the Executive Director when appropriate.
● Route emails to the appropriate staff member.
● Flag high-priority emails requiring Executive Director attention.
● Notify the Executive Director immediately regarding urgent matters.
● Maintain a follow-up system so emails and commitments do not fall through the cracks.
● Track delegated tasks and follow up with staff as appropriate. Confidentiality
● Exercise the highest degree of professionalism and confidentiality.
● Handle sensitive donor, personnel, financial, and organizational information with discretion.
● Respect confidential communications and documents.
Administrative & Organizational Support (20%)
● Conduct weekly planning meetings with the Executive Director.
● Prepare Board of Directors meeting packets, agendas, and supporting materials.
● Coordinate board communications, invitations, and meeting logistics.
● Arrange meeting rooms, Zoom meetings, catering, and hospitality.
● Electronically route contracts and documents for signatures.
● Assist with correspondence, mailings, filing, copies, and document organization.
● Manage Executive Director payroll/timecard submissions.
● Help maintain organized electronic files and records.
● Assist with special projects and organizational initiatives as assigned.
Organizational Leadership & Collaboration (10%)
● Serve as a trusted liaison between the Executive Director, staff, board members, donors, volunteers, and community partners.
● Foster strong communication across departments.
● Help ensure important projects move forward through consistent follow-up.
● Represent Mill Village Ministries professionally in all interactions.
● Contribute ideas for improving organizational systems and efficiency.
● Support a collaborative, servant-hearted organizational culture.
The Ideal Candidate: The ideal candidate is an exceptionally organized, proactive, and relational professional who enjoys helping others succeed behind the scenes. Rather than simply managing tasks, this person anticipates needs, solves problems before they arise, and creates systems that allow the Executive Director to focus on leadership, fundraising, partnerships, and organizational strategy. This role requires someone who enjoys balancing details with people, exercises excellent judgment, maintains strict confidentiality, and thrives in a dynamic nonprofit environment where priorities can change quickly.
Required Knowledge, Skills, & Abilities:
● Exceptional organizational skills with the ability to manage multiple priorities and competing deadlines.
● High level of discretion, integrity, and the ability to maintain strict confidentiality with sensitive organizational, personnel, donor, and financial information.
● Outstanding attention to detail and follow-through, ensuring commitments, emails, and asks do not fall through the cracks.
● Strong project management skills with the ability to organize, prioritize, and execute multiple initiatives simultaneously.
● Ability to anticipate needs, think proactively, exercise sound judgment, and solve problems independently.
● Excellent written, verbal, and interpersonal communication skills with a professional, polished demeanor.
● Strong relationship-building skills with the ability to interact professionally with staff, board members, donors, volunteers, community partners, and the public.
● Demonstrated emotional intelligence, maturity, and professionalism while serving as an extension of the Executive Director. ● Proficiency with Google G-Suite (Email, Meetings, & Calendar), Microsoft Office Suite, Zoom, and cloud-based document management systems.
● Ability and willingness to quickly learn new software platforms, including payroll, project management, and donor management systems.
● Strong time management skills and the flexibility to adapt in a fast-paced environment with frequently changing priorities.
● Ability to work independently while collaborating effectively across departments and supporting a team-oriented culture.
● Strong customer service mindset with a commitment to hospitality, responsiveness, and professionalism in every interaction.
● Demonstrated commitment to continuous improvement by identifying opportunities to streamline systems, improve communication, and increase organizational efficiency.
● Ability to represent the Executive Director and Mill Village Ministries with professionalism, warmth, and sound judgment in all communications and interactions.
● Commitment to the mission, values, and culture of Mill Village Ministries, with a servant-hearted attitude and passion for strengthening the Greenville community.
Preferred Education and Experience:
● Bachelor’s degree and/or 3-5 years of relevant experience.
● Administrative assistance and/or non-profit experience preferred.
Reports to: Executive Director
Hours & Compensation: Full Time (40 hours/week) with 80% employer-paid health insurance benefits and 18 days of PTO (in addition to time off for major holidays and a full week for the Christmas & New Year holiday) Monthly insurance reimbursement, monthly technology reimbursement, and optional 401K participation are available. Typical office hours are 8:30am-5pm. Salary of $45,000.
Jun 5, 2026
** Interested candidates should submit their resume’ to info@flatfeehiring.com *
We are seeking a Project Controls Engineer Level 2 or 3. This position will be filled at either the Project Controls Engineer 2 or Project Controls Engineer 3 level, depending on the skills and experience of the selected candidate. Additional responsibilities are assigned at the higher level, as outlined below.
The PCE will perform cost estimating, analysis, and control activities, and will support schedule development, maintenance, and monitoring across
assigned programs and projects. This is a technically hands-on role requiring direct engagement with project teams, control account managers, and
laboratory leadership. The ideal candidate brings demonstrated experience in both cost engineering and planning/scheduling disciplines, a working
knowledge of Earned Value Management Systems (EVMS), and the ability to operate effectively in a large-scale, government program
environment.
This is not a purely administrative or coordination role. The selected candidate will be expected to operate with meaningful independence within
their assigned level, interface across all levels of management and staff, and contribute directly to the analytical and execution functions of the
project controls organization.
Responsibilities
All Levels
• Adhere to project controls policies, programs, procedures, and practices
• Treat safety and security as a primary responsibility; maintain all required training and make safety and security an integral part of every task
• Foster a mutually respectful and inclusive work environment free from discrimination and harassment
• Research, assemble, and evaluate information or data regarding industry practices or applicable regulatory changes affecting project controls
policies and programs; recommend sound, practical solutions to complex issues
• Assist in preparing cost and schedule data for proposals or contracts
• Assist in developing specific project codes of accounts and recommend appropriate modifications and revisions
• Assist in the development and support of project trend programs
Cost Engineering
• Assist in developing and implementing requirements for cost recording, cost coding, reporting, and analyzing standards, programs, and reports; perform performance monitoring and control functions for specific applications
• Determine scope definition requirements for a discipline or specialty; coordinate with Engineering and other sources to produce data conforming to the overall estimate preparation plan; develop quantity takeoffs using defined scope documents or undefined scope assumptions; verify quantities provided by others
• Prepare specific budgets in accordance with prescribed standards and procedures
• Investigate requirements for estimating and cost control data; collect, classify, and analyze cost engineering data
• Quantify estimates for trends and scope changes; provide feedback to relevant parties regarding cost trends and lessons learned
Planning and Scheduling
• Identify scope of schedule activities; determine schedule dates for work activities within a discipline area or specialty; identify milestones to
support the project schedule
• Work with performing organizations and units to coordinate work sequence with the total project plan; determine inter-discipline constraints and
interfaces that define activity sequences; develop and apply installation rates to quantify takeoffs and developed quantities within a discipline or
specialty
• Develop quantity release or installation curves for a specific discipline or specialty; review quantity logs; assist in developing required job-hour
expenditure; perform quantity and manpower resource loading for assigned schedules
• Assist discipline or specialty engineers in developing individual work plans and knowledge of overall discipline requirements on a continuous basis
• Assist discipline groups in determining information requirements from other disciplines to support schedule activities; provide schedule knowledge to assist in discipline planning and cross-group interfacing
• Perform schedule monitoring, including identifying critical activities and updating functions for specific applications, disciplines, or specialties; assist in developing requirements for schedule updating and monitoring
• Prepare schedule, staffing, and quantity progress and performance reports for assigned disciplines or specialties
• Support Control Account Managers (CAMs) in planning, budgeting, managing, and controlling cost and schedule performance under EVMS;
support work package reviews to ensure durations and budgets realistically represent the work; perform variance analysis and define achievable corrective action plans
Project Controls Engineer 3 — Additional Responsibilities
All Project Controls Engineer 2 responsibilities apply. In addition, the PCE 3 will:
• Supervise and provide technical direction for cost engineering and/or planning and scheduling activities, when delegated
• Support project or program organizational and administrative activities, when delegated
• Ensure work is completed as scheduled; identify trends for management attention
• Resolve complex issues in creative and effective ways, drawing on wide-ranging experience and professional concepts and Laboratory objectives
• Contribute to the development of new theories, methods, and approaches within the project controls function
• Coordinate activities of other project controls personnel, as assigned
• Exercise significant latitude in determining the objectives of assignments and the methods and procedures needed for new or complex work, accomplishing work without considerable direction
Required Qualifications
Project Controls Engineer 2
• Bachelor’s degree and 4 years of related experience; or an equivalent combination of education and experience directly related to the occupation
• Demonstrated ability to work independently, organize, prioritize, and follow through to completion on multiple tasks under strict deadlines and changing priorities
• Demonstrated ability to effectively interface with all levels of management and staff
• Successful track record in following technical direction and goals, implementing effective business practices and systems, analyzing budgets and finances, and interacting with customers and stakeholders.
Project Controls Engineer 3
All Project Controls Engineer 2 qualifications apply. In addition, the PCE 3 must demonstrate:
• Bachelor’s degree and 6 years of related experience; or an equivalent combination of education and experience directly related to the occupation.
Post-graduate coursework may be desirable
• Demonstrated successful experience working on multiple projects with frequent interruptions, varying priorities, and deadlines while maintaining excellent quality in daily work
• Wide-ranging experience applying professional concepts and Laboratory objectives to resolve complex issues in creative and effective ways; considered expert in field within the organization
• Demonstrated ability to develop resolutions to complex problems requiring frequent use of creativity and in-depth evaluation of variable factors, with minimal direction
Job Knowledge
• Experience and knowledge in the project controls function, including the sub-functions of cost engineering and scheduling
• Experience performing, monitoring, and reviewing planning and scheduling functions, including schedule development, schedule control, and schedule analysis
• Experience in cost engineering functions, including cost estimating, cost control, financial reporting systems, and cost and variance analysis
• Experience working on projects throughout all phases: Initiating, Planning, Executing, Controlling, and Closeout
• Knowledge of engineering and construction management customarily acquired through specialized instruction or practical experience
• Knowledge of financial reporting systems and control account codes, and understanding of controller instructions impacting project controls, including project financial status reports and earned revenue determination data
• Knowledge and intermediate experience with the implementation and maintenance of EVMS principles and techniques compliant with EIA-748 in U.S. Government facilities, programs, and projects
• Advanced proficiency with personal computer operating systems and general computer applications, including Microsoft Word, Excel, and PowerPoint
• Experience using schedule software tools such as Primavera P6; experience using cost processors and EVMS reporting tools such as Cobra,
Insight, or Empower, intermediate technical skills with integration of project controls system components
• Exceptional interpersonal, oral, and written communication skills
• Two or more years of experience working in a large organization, program, or project with significant fiscal and programmatic scope
• Demonstrated ability to effectively interface with all levels of management and staff
• Successful track record in following technical direction and goals, implementing effective business practices and systems, analyzing budgets and finances, and interacting with customers and stakeholders
• Understanding of effective decision-making and creative problem-solving
Preferred Qualifications
• Knowledge and intermediate experience with the implementation and maintenance of EVMS principles and techniques compliant with EIA-748 in U.S. Government facilities, programs, and projects
• Experience working in an active EVMS environment
• Experience working on large-scale programs or projects with significant fiscal and programmatic scope
• Experience working with the Department of Energy (DOE), NNSA, or National Laboratories
Security Clearance
This position requires a DOE Q Clearance at both the PCE 2 and PCE 3 levels; candidates must hold an active DOE Q Clearance
Work Environment
• Location: On-site at Los Alamos National Laboratory, Los Alamos, NM
• Schedule: Standard 40-hour work week; 9/80 compressed schedule available
• Travel: Minimal to moderate, as required by program needs
• Relocation assistance: TBD
Compensation
• Target W2 compensation range:
◦ Project Controls Engineer 2: $123,000–$147,000 annually
◦ Project Controls Engineer 3: $157,000–$186,000 annually
• 1099 arrangements may be considered for highly qualified candidates
Benefits (full-time employees, 30+hrs/week)
• Medical: 3 UHC Choice Plus PPO plans; company contributes $1,000/month toward premiums
• Dental (Delta Dental) and Vision (VSP): 100% company-paid for employee and dependents
• Life & AD&D: $150,000 policy, company-paid
• Short-term disability: 60% of salary up to 25 weeks, company-paid
• Long-term disability: 60% of salary up to $10,000/month, company-paid
• 401(k) with up to 6% company contribution + profit sharing + Roth option
• Up to 6 weeks (240 hrs) paid annual leave + 10 days paid sick leave
• 120 hours paid parental leave
• FSA ($3,300) and Dependent Care FSA ($5,000)
• Employee Assistance Program, identity theft protection, educational assistance
