Administrative Assistant

Sustainable World, Inc.; California (MO); Hybrid; USD 33,000 - 41,000; Full time

Benefits offered by this job

Competitive health benefits

Retirement

Paid vacation

Job summary

Sustainable World, Inc. is seeking an Administrative Assistant to support the Executive Director and Board in California-based operations, while coordinating across administrative, financial, HR, and program tasks under the Indigenous Stewardship Network umbrella.

The role emphasizes maintaining records, handling correspondence, budgeting and expenses, donor relationships, and governance compliance in a nonprofit setting with tribal and state partnerships.

Qualifications

• Located in California and able to travel within California if needed.
• Experience in nonprofit operations, preferably with Tribes or Native organizations.
• Proficient in office administration, budgeting, invoicing, and donor databases.

Responsibilities

• Oversee daily administrative operations and manage records, correspondence, and file organization.
• Assist budgeting, expense tracking, invoicing, and banking reconciliations, coordinating with finance partners.
• Support recruitment, onboarding, training of staff and volunteers, and HR record-keeping.
• Assist with program logistics, planning, implementation, and evaluation of initiatives.
• Coordinate communications with partners, stakeholders, and community, including updates to governance materials.
• Support grant applications, reporting, and governance compliance alongside the Network Director and Board.

Skills

Administrative skills

Financial management

HR support

Program coordination

Communication

Governance & compliance

Adaptability

Indigenous stewardship passion

Intergovernmental relations

Education

2- or 4 year degree or equivalent

Tools

Microsoft Office

QuickBooks

SharePoint

Job description

Location: Remotely-based in California **Candidates will only be considered if they are based on California**

Supervisor: Network Director

Job Classification: Full time, Non-Exempt

Salary Range: $24 - $30.00 per hour depending on experience

Benefits: Competitive health benefits, retirement, and vacation

About the Indigenous Stewardship Network

The Indigenous Stewardship Network (ISN) is an emerging non-profit organization created in 2022 under a Tribal Charter with the Yurok Tribe. This Native-controlled and Native-led organization was established to bring people together who are committed to advancing community health and wellbeing, traditions and cultural values through Indigenous-led stewardship. While gatherings on these important issues have occurred informally, there is a need for an organized and dedicated support system to coordinate efforts more intentionally for Indigenous land stewardship practitioners in what is colonially known as California. ISN’s core programmatic focus is to establish and leverage a network to develop strategies, models, investments as well as other opportunities that strengthens Indigenous stewardship. ISN is currently in its initial growth phase and seeking an Administrative Assistant to assist the Executive Director and Board of Directors to help lead the organization through this phase.

Position Summary

Reporting to the Network Director, the Administrative Assistant will oversee daily administrative operations, and support human resources functions. This role will be responsible for maintaining records, handling correspondence, assisting with budgeting and expense tracking, processing financial transactions, and supporting fundraising efforts. The role also involves assisting Human Resources with basic duties and supporting governance and compliance requirements. The ideal candidate will demonstrate proficiency in managing office operations, basic financial processes, exposure to HR functions, program logistics, and communication strategies, with a strong ability to work with tribal, state, and federal governments and an appreciation for Indigenous stewardship practices. A minimum of 2-3 years of experience in an administrative or operations role in a non-profit organization , especially with Tribes or Native organizations, is required.

Responsibilities:

1. Administrative Duties:

• Support daily administrative operations, including managing office supplies, equipment, and facilities.
• Coordinate and schedule meetings, appointments, and events, including meeting agendas.
• Maintain organized and up-to-date records and files, both physical and digital.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
• Maintain Sharepoint files and organization.

2. Financial Administration:

• Assist with budgeting, financial reporting, and expense tracking.
• Process invoices, reimbursements, and payments, bank reconciliations
• Coordinate with finance partners to ensure accurate financial records.
• Support fundraising efforts by managing donor databases and processing donations.
• Assist with Sub-grantee invoicing and reporting as needed.

3. Human Resources Support:

• Assist with recruitment, onboarding, and training of new staff and volunteers.
• Support HR Partners in maintaining personnel records and responding to inquiries
• Coordinate staff development and training programs.

4. Program Support:

• Provide administrative support to program team members.
• Assist with the planning, implementation, and evaluation of programs and initiatives.
• Assist logistics for events, workshops, and outreach activities.

5. Communication and Public Relations:

• Coordinate communication with partners, stakeholders, and the community

6. Governance and Compliance:

• Co-develop meeting agendas, minutes, and reports with support of the Network Director and Board of Board of Directors
• Ensure compliance with nonprofit regulations and reporting requirements.
• Assist with grant applications and reporting.

Core Competencies:

The following core competencies have been identified as the primary strengths and capabilities that will contribute significantly to the Administrative Assistant achieving objectives and fulfilling their roles and responsibilities effectively.

Administrative: Is proficient in managing office supplies, equipment, and facilities. Possesses deep knowledge and experience coordinating and scheduling meetings, appointments, and events. Is an expert in maintaining organized and up-to-date records, both physical and digital. Handles incoming and outgoing correspondence efficiently, including emails, phone calls, and mail.

Financial: Has a functional understanding of financial and accounting procedures including budgeting, financial reporting, and expense tracking. Is experienced in processing invoices, reimbursements, and payments. Has experience collaborating with finance partners to ensure accurate financial records. Is proficient in managing donor databases and processing donations to support fundraising efforts.

Human Resources : Has supported with hiring, onboarding, and training of new staff and volunteers. Has a functional understanding of how to compliantly manage personnel records with confidentiality.

Program: Has experience supporting the administrative functions of a nonprofit program team. Is experienced in assisting with the planning, implementation, and evaluation of programs and initiatives. Is experienced in managing logistics for events, workshops, and outreach activities with efficiency. Has functional knowledge in effective methods for tracking program data reporting.

Communication and Public Relations: Excellent written and oral communication skills, with proven ability to convey information clearly Proven track record of effectively stewarding and communicating with partners, stakeholders, and the community.

Governance and Compliance: Has functional knowledge of nonprofit board governance management including preparing meeting agendas, minutes, and reports with accuracy. Has functional knowledge of compliance with nonprofit regulations and reporting requirements.

Adaptability and Resilience: Multitasks efficiently and adapts to shifting priorities and unforeseen challenges while maintaining a high level of productivity. Demonstrates resilience and flexibility in a dynamic work environment, consistently seeks solutions to complex problems. Leads by example in embracing change and driving innovation within the organization.

Passion and Commitment: Embodies a deep passion for advancing Indigenous-led stewardship, preserving Indigenous lifeways, and creating community-based opportunities.

Intergovernmental Relations: Demonstrates effectiveness in working with tribal, state, and federal governments. Possesses a working knowledge of and appreciation for Indigenous stewardship practices. Experience and proven ability to encourage and nurture collaboration among diverse partners.

Qualifications and Experience

Located in California

A minimum of 2-3 years’ combined experience in nonprofit operations, or comparable business administration, specifically working with tribes, Native organizations, Native peoples.

2 or 4 year degree or equivalent additional work experience.

Lived or work experience and a strong passion for helping Native people and tribes.

Strong organizational skills and Microsoft Suite proficiency.

Experience processing invoices and reconciling bank statements.

Valid driver’s license and willingness for occasional travel throughout California.

Preferred experience with Quickbooks or Sharepoint administration.

Benefits

Healthcare reimbursement, retirement with match, and paid time off including vacation, sick, and generous paid holidays.