Application Guide
How to Apply for Administrative Assistant
at Mathematical Staircase, Inc.
🏢 About Mathematical Staircase, Inc.
Mathematical Staircase, Inc. is a Philadelphia-based nonprofit that runs MathILy, one of the most selective and intense summer math programs for high school and early college students. As a tiny organization with only three part-time employees—two math-PhD directors and one administrator—you'd be joining a mission-driven team where your work directly enables exceptional young mathematicians to thrive. This is a rare chance to support a world-class educational program while working fully remotely.
About This Role
As the Administrative Assistant, you'll be the operational backbone of MathILy, handling everything from processing applications and communicating with families to ordering supplies and managing travel reimbursements. Your attention to detail and warm professionalism will ensure that both applicants and admitted students have a seamless experience, and that the directors can focus on the mathematics. This role is perfect for someone who loves behind-the-scenes logistics and wants to make a tangible impact on a small nonprofit.
💡 A Day in the Life
A typical day might start with responding to a batch of emails from prospective applicants and their parents, then moving on to data entry for new applications or updating records for admitted students. Later, you might coordinate with a vendor to order supplies for the summer program, process a travel reimbursement, and prepare a report for the directors. The work is varied, but always focused on keeping the programs running smoothly behind the scenes.
🚀 Application Tools
🎯 Who Mathematical Staircase, Inc. Is Looking For
- You have prior administrative experience, ideally in an educational or nonprofit setting, and are comfortable managing a high volume of emails and data entry with extreme accuracy.
- You are highly organized and detail-oriented, able to track multiple deadlines (application cycles, program preparation, cleanup) without letting anything slip.
- You have excellent written communication skills and can be the friendly, professional face of MathILy to applicants, families, and the public.
- You are tech-savvy and can quickly learn new systems for application management, record-keeping, and travel coordination; experience with spreadsheets and databases is a plus.
📝 Tips for Applying to Mathematical Staircase, Inc.
In your cover letter, explicitly mention MathILy and Mathematical Staircase by name and explain why their mission resonates with you—generic letters won't stand out to this small, passionate team.
Highlight any experience you have with high-volume data entry or application processing, and quantify it (e.g., 'managed 500+ applications per cycle').
Demonstrate your ability to handle sensitive information confidentially, as you'll be dealing with student records and family communications.
Show that you're comfortable working independently in a remote setting with minimal supervision, since the team is small and distributed.
If you have any background in mathematics, education, or summer programs, mention it—even if it's just a personal interest—because it shows you understand the context.
✉️ What to Emphasize in Your Cover Letter
Your cover letter should emphasize: (1) your excitement about supporting a selective math program and its talented students; (2) your proven track record in administrative roles that required meticulous attention to detail and high-volume communication; (3) your ability to be a reliable, proactive remote team member; and (4) your commitment to the nonprofit's mission and willingness to handle both routine and varied tasks with a positive attitude.
Generate Cover Letter →🔍 Research Before Applying
To stand out, make sure you've researched:
- → Visit the MathILy website (https://mathily.org) to understand the program's structure, application process, and the type of students it serves.
- → Explore the Mathematical Staircase website (http://mathstaircase.org) to learn about the organization's mission, history, and other initiatives.
- → Look up the directors and current administrator on LinkedIn or the website to get a sense of their backgrounds and the team culture.
- → Read past program reports or news articles about MathILy to understand its impact and the competitive nature of admissions.
💬 Prepare for These Interview Topics
Based on this role, you may be asked about:
⚠️ Common Mistakes to Avoid
- Don't submit a generic cover letter that could apply to any administrative job—this team values mission fit and will notice if you haven't mentioned MathILy specifically.
- Avoid overemphasizing unrelated skills or experience; focus on administrative competencies and any connection to education or nonprofits.
- Don't neglect to proofread your application materials meticulously—attention to detail is a core requirement, and typos will be a red flag.
📅 Application Timeline
This position is open until filled. However, we recommend applying as soon as possible as roles at mission-driven organizations tend to fill quickly.
Typical hiring timeline:
Application Review
1-2 weeks
Initial Screening
Phone call or written assessment
Interviews
1-2 rounds, usually virtual
Offer
Congratulations!
Ready to Apply?
Good luck with your application to Mathematical Staircase, Inc.!