Administrative Assistant

The Permanent Legacy Foundation

Austin (TX)

Remote

USD 54,000 - 66,000

Full time

14 days+

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Benefits offered by this job

Comprehensive health care

401K plan with matching contributions

Generous Paid Time Off

Wellness resources for home office

Job summary

A nonprofit organization is seeking an Administrative Assistant to support the Executive Director with day-to-day operations. This role involves managing schedules, communications, and administrative tasks in a fully remote environment. Ideal candidates are detail-oriented and possess strong organizational skills, with a Bachelor's Degree and 1-3 years of relevant experience. Salary is $60,000 per year with comprehensive benefits including health care and 401K matching.

Qualifications

1-3 Years Experience in a similar role.
Experience in nonprofit operations or program administration is a plus.

Responsibilities

Maintain team calendars and prepare meeting materials.
Manage the Executive Director's task list and calendar.
Assist with timely completion of payroll and compliance tasks.

Skills

Detail oriented

Effective communication

Organizational skills

Discretion and trust

Punctuality

Problem solving

Systems thinking

Team player

Self-motivation

Education

Bachelor's Degree

Tools

Asana

Slack

Google Workspace

JIRA

GitHub

Job description

Overview

As an Administrative Assistant, you\'ll be the supportive backbone for our Executive Director, ensuring that Permanent\'s day-to-day operations flourish. You will play an integral role in facilitating collaboration across teams, managing executive tasks, and handling communications with our external partners, members, and beneficiaries. This position is essential within our mission-driven technology nonprofit, geared towards achieving significant social impact. Your role will be to create an environment that enables our entire team to succeed — making sure operations run smoothly by removing hurdles and enhancing communication.

On a daily basis, you\'ll engage in essential administrative tasks like drafting correspondence, scheduling meetings, organizing and maintaining files, and providing information to those who need it, both internally and externally. You\'ll know you\'re doing a great job when inboxes are tidy, calendars are current, meetings are efficient, and the Executive Director can concentrate on strategic initiatives and product development rather than getting bogged down in paperwork and task management.

Base pay range

$60,000.00/yr - $60,000.00/yr

Requirements

Education and Experience

Bachelor\'s Degree
1-3 Years Experience in a similar role

Primary Job Duties

Day-to-day Operations: Maintain team calendars and prepare agendas, materials, and logistics for meetings, quarterly planning, and retreats
Take notes at team meetings, support follow-through in Asana, and gather information to keep our KPI tracker current
Keep company documentation and files organized, while documenting processes and improving efficiency across the team

Executive Support

Extend the capacity of the Executive Director by managing their task list, calendar, and inbox, and drafting communications as needed
Open, read, capture action items and gather supporting materials or research to review for incoming mail requiring replies; answer routine inquiries
Fill out routine templated materials for board meetings and gather information to inform executive decision-making
Prepare expense reports, deliverables for bookkeepers and accountants, and track grant request progress

Administrative Support

Assist with timely completion of payroll, PTO approvals, policy updates, and other compliance tasks in the Justworks platform
Support hiring processes by managing postings and coordinating interviews or other tasks in the Workable platform
Assist with scheduling and administrating the annual performance review process, annual in-person team retreats or other organization-wide projects
Prepare, print, distribute, and mail materials for meetings, conferences or events
Manage onboarding and off-boarding processes for staff on company platforms

Member Success

Triage and track support requests through resolution
Identify, confirm and escalate product issues reported by members
Facilitate onboarding webinars and help new members access resources
Aid staff in organizing, monitoring and addressing issues with member success platforms like Mailchimp, Circle, Zoho Desk, and others

Skills & Abilities

Detail oriented. You notice the details most people miss and sweat the small stuff
Easy to understand. Speaking and writing to convey information effectively comes easy to you
Intentional and organized. You follow processes, manage multiple tasks at once and document your work
Discreet and trustworthy. You handle sensitive information with care and respect
Punctual and prepared. You manage your time effectively, leave time to get ready and bring receipts
Helpful and Attentive. You seek out ways to help people and understand their challenges
A problem solver. You enjoy collaboratively figuring out the best solution to complex problems
A systems thinker. You enjoy making things more efficient and creating structure where it\'s needed
A team player. You are confident in receiving feedback, giving gratitude and sharing the spotlight
A learner. You are flexible, make sense of new information, and are willing to tackle new tasks
A doer. You are self-motivated and enjoy checking boxes, achieving goals and making an impact

We\'ll be impressed if you also bring

Experience in nonprofit operations, executive assistance, or program administration.
Familiarity with operations software like Asana, Slack, Google Workspace, JIRA, GitHub, etc
Experience supporting executive leadership (calendar/email management, board prep, grants)
Familiarity with HR platforms (e.g., Justworks) and bookkeeping/accounting coordination
Experience with technical writing or improving systems and processes (documentation, workflows, KPIs)
Background in museums, libraries, archives, genealogy, or public history

Work Context

Fully remote day-to-day, work-from-home environment facilitated primarily via on-camera video calls, email, and Slack communications with staff and partners across a variety of timezones.

Reliable high-speed internet and self-maintained, private and non-disruptive workspace required
Occasional local or domestic travel for in-person team meetings or trade events will be required
Casual attire for internal-facing interactions, business casual for external facing interactions
Full time: a mix of 20 hours fixed availability and 20 hours flexible availability
Nights and weekends are not generally required when not traveling
Admin Assistant should expect a mix of structured, routine work and evolving, unstructured work

Salary

$60,000 based on pay equity research for US-based intermediate experience administrative assistants in the nonprofit and technology sectors.

Benefits