Help us make
Days to Remember!

Join our team.

Administrative Assistant to the Executive Director
Part-Time, Flexible | Pittsburgh-Based (Hybrid)

One Day to Remember is seeking a highly trusted, proactive Administrative Assistant to the Executive Director to serve as a true partner to our Executive Director. One Day to Remember supports children who have a parent with advanced-stage cancer by crating meaningful experiences and lasting memories during an incredibly difficult time. This role is designed for someone who thinks ahead, moves quickly, and takes full ownership of their responsibilities.

You will support the Executive Director by managing time, priorities, and follow-through while anticipating needs, removing barriers, and helping ensure decisions turn into action in service of the families we support. Success in this role requires exceptional calendar management, sound judgment, thoughtful prioritization, and the ability to multitask seamlessly while maintaining a kind, professional, and positive presence.

What You’ll Do

  • Manage the Executive Director’s calendar, scheduling and coordinating internal and external meetings

  • Create structure and efficiencies within the Executive Director’s workflow and current workload

  • Translate ideas and conversations into clear plans, timelines, and next steps

  • Prepare meeting agendas, decks, and concise follow-up summaries with clear action items

  • Track key initiatives and follow up with internal team members, board members, donors & partners

  • Research and prepare briefing materials for conversations with partners and donors

  • Assist with invoices, donor management, and administrative tracking

  • Support planning and execution of events, leadership meetings, and special projects

Donor Management

  • Maintain and update donor records in GiveButter

  • Process incoming donations and ensure timely acknowledgments by mail and email

  • Provide monthly updates on significant contributions ($2,500+) for donor recognition

Qualifications

  • Ideally 2+ years of experience in an executive assistant, administrative, or operations role

  • Strong written and verbal communication skills

  • Excellent organizational skills and attention to detail

  • Strategic thinker with sound judgment and follow-through

  • Proven ability to manage multiple priorities simultaneously

  • Proficiency with Google Workspace and scheduling tools

  • Passion for One Day to Remember and the families we serve

  • Must be based in Pittsburgh; hybrid role with required in-person availability

  • Comfort working in a mission-driven environment that supports families navigating terminal cancer

The Ideal Candidate

  • Creates structure and efficiency wherever they go

  • Operates with urgency while remaining calm under pressure

  • Anticipates needs and takes initiative without being asked

  • Builds strong, trusting relationships and thrives in a team-oriented environment

  • Is resourceful, proactive, and consistently two steps ahead

How to Apply

Please submit:

  • A current resume

  • A brief cover letter explaining your interest in this role and your passion for supporting children and families

Email materials to Info@OneDaytoRemember.Org

Subject line: Administrative Assistant to the Executive Director

Photo Album Design Intern
Internship Opportunity: Begins immediately

We are seeking a compassionate, detail-oriented Photo Album Design Intern to help design custom photo albums that are gifted directly to families in our program. This role is both creative and deeply meaningful. The albums you design will become treasured keepsakes for children navigating the loss or anticipated loss of a parent.

This internship is ideal for a student or emerging professional with design experience who wants to use their skills to make a real difference in the lives of families affected by terminal and advanced-stage cancer.

About One Day to Remember

One Day to Remember is a nonprofit organization dedicated to creating meaningful, joy-filled experiences for children whose parents are facing advanced-stage cancer. Each experience includes professional photography, thoughtful keepsakes, and a custom-designed photo album gifted to the child, serving as a lasting source of comfort, connection, and memory.

Qualifications

  • Experience in graphic design (Adobe InDesign, Photoshop, Canva, or similar tools)

  • Strong attention to detail and ability to follow brand guidelines

  • Compassion, professionalism, and interest in mission-driven work

  • Ability to work independently in a remote environment

  • Valid child abuse clearances required (or willingness to obtain prior to starting)

Preferred (but Not Required)

  • Photography experience or familiarity working with photo-based projects

  • Experience designing print materials or photo books

  • Pittsburgh-based candidate for occasional in-person collaboration, if needed

What You’ll Gain

  • Hands-on design experience with meaningful, real-world impact

  • Portfolio-worthy work rooted in storytelling and emotional connection

  • Flexible schedule with a supportive, mission-driven team

  • The opportunity to make a difference in the lives of children and families facing advanced-stage cancer

How to Apply

To apply, please submit the following materials:

  • A current resume

  • A brief cover letter explaining your interest in this internship and your passion for using design to support children and families

  • Design samples or a portfolio

Email materials to Info@OneDaytoRemember.Org

Subject line: Photo Album Design Intern – One Day to Remember