Administrative Assistant

The Administrative Assistant provides support in a one-on-one working relationship with the Executive Director. The Administrative Assistant will have a flexible, go-with-the-flow spirit and enjoy working within a rapidly growing nonprofit organization that is vision-driven, results-driven and dedicated to supporting Indigenous peoples.

Essential Job Duties & Responsibilities:

- Complete a broad variety of comprehensive support functions and confidential administrative tasks that facilitate the ED’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; and coordinating IT support.

- Coordinate travel for the ED by specifying times, dates, ground transportation, etc. and arrange accommodations during travel. Prepares internal expense reports and external letters for expense reimbursement from other sponsoring organizations related to the Executive Director’s speaking engagements.

- Serves as a secondary point of contact for matters pertaining to the ED, including those of a highly confidential or critical nature; prioritizes and determines appropriate course of action, referral or response and exercise judgment to reflect organization policies.

- Work closely with the ED to keep them well informed of upcoming commitments and responsibilities with appropriate follow-up; act as a barometer, have a sense for the issues taking place in California and keeping the ED updated; anticipate the ED’s needs in advance of meetings, conferences, etc.

- Work with leadership to coordinate the ED’s outreach activities and follow-up with contacts to cultivate and maintain ongoing relationships.

- Creates, maintains and updates electronic files, workbooks, binders, and folders for a variety of subjects, which includes utilizing (collecting, organizing, scanning and uploading) and maintaining electronic file systems, and recording or archiving outdated department files.

- Manages, obtains approval, and organizes all requisition and invoice documentation related to the Executive Director’s expenditures.

- Reconciles and prepares monthly expense reports in collaboration with the external accountant(s).

- Works independently with minimum direction and must use independent judgment to make decisions.

Minimum Qualifications:

- Associate’s degree in business administration, nonprofit management, or a related field. Equivalent work experience will also be considered.

- Two (2) years’ administrative experience working in a tribal or non-profit organization.

- Strong organizational and project management skills.

- Experience in writing and communication with strong knowledge of proofreading and utilizing accurate grammar preferred.

- Very strong interpersonal skills and the ability to build relationships with tribal and other stakeholders, including staff, board members, external partners, and donors.

- Advanced computer skills, including proficiency with Microsoft Office Suite, Google Workspace Suite and social media platforms.

- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of internal and external ‘customer’ service and responsiveness.

- Demonstrated proactive approaches to problem-solving with strong decision-making capability.

- Ability to work independently and as part of a team, with strong organizational and time management skills.

- Knowledge of the tribal communities throughout California.

- Possess a valid California driver’s license; willingness to travel statewide using own transportation to conduct work assignments with and on behalf of the ED.

This position is regular part-time working 24 hours weekly (8 hours/3 days) and is benefit-eligible after 30 days of continuous employment. There will be times where you work more than 24 hours based on administrative needs and required attendance at work-related events.

There is significant travel throughout Central and Northern California based on the Executive Director's schedule. The applicant will be required to have a registered vehicle with current auto insurance. An MVR will be processed to determine eligibility to drive within the State of California.

Equal Opportunity: Indigenous Justice is proud to be an Equal Opportunity employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.