Operations and Administrative Specialist

Phillips 66; Honolulu (HI); Hybrid; USD 55,000 - 75,000; Full time

Job summary

NWRPCA is seeking an Operations and Administrative Specialist to support the Chief Operating Officer and Executive team, with governance and finance duties. This role is primarily remote with a one-day in-person commitment in Seattle, WA.

The position involves managing strategic plans, coordinating data reporting for the CEO and Board, onboarding staff, and organizing board meetings and governance activities while ensuring compliance and efficiency.

Qualifications

• High school diploma and four years of experience or equivalent.
• Ability to manage complex projects and meet deadlines.
• Self-motivated, flexible and a problem-solver with social justice mindset.
• Excellent written and oral communication skills.
• Strong computer skills; learn and use new programs quickly.
• Team player capable of working with diverse staff and independently.

Responsibilities

• Implement the annual strategic plan tracker and follow up with staff.
• Coordinate data collection and reporting for CEO and Board presentations.
• Assist in reviewing personnel policies and procedures annually.
• Oversee onboarding of new staff and maintain governance documentation.
• Lead staff training committee and calendar of offerings.
• Prepare board meeting packets and minutes; support committee meetings.
• Provide executive support to CEO/COO/CFO including scheduling and reports.

Skills

Project management

Communication skills

Problem-solving

Team collaboration

Attention to detail

Education

High School Diploma

Bachelor’s degree preferred

Tools

Microsoft Office

Spreadsheets

Database skills

Job description

Position: Operations and Administrative Specialist

This role reports to the Chief Operating Officer and supports the Executive team, governance, and finance functions. It is primarily remote, with a one‑day in‑person commitment in Seattle, WA.

Position Summary

The Operations and Administrative Specialist facilitates smooth and efficient operations and provides excellent administrative support to the Executive team as well as supporting governance and finance.

Key Competencies

• Strategic problem‑solving
• Organization
• Analyzing work processes and outcomes
• Demonstrated follow‑through
• Ability to work individually and as a team in a fast‑paced environment

Duties and Responsibilities

1. Manage the implementation of the annual strategic plan tracker, including monitoring updates and follow‑up with staff to complete activities.
2. Coordinate with the COO on compiling and analyzing program related‑data to report to the CEO and Board of Directors for planning and evaluation.
3. Assist the COO in the coordination of the annual review of personnel policies and procedures.
4. Manage and maintain onboarding of new staff.
5. Lead the annual staff training committee and develop a calendar of offerings.
6. Provide coordination and development of Board of Directors’ meetings (including committee meetings) and deliverables, including developing and producing board packets, scheduling committee and taskforce meetings, governance documentation, and meeting minutes.
7. Provide coordination of executive administrative support for the CEO, COO, and CFO, including scheduling, reports, calendar, customer service, data entry and analysis, documentation and report creation, event and meeting support, etc.
8. Create monthly finance program reports and other ad hoc reports as requested.
9. General office support tasks such as mail management, preparing deposits and routing financial information appropriately, coordination of staff appreciation efforts, and ordering supplies.
10. Maintain accurate documentation and records; support day‑to‑day tasks as directed.
11. Perform all aspects of the position in compliance with applicable state and federal regulations.
12. Report any known or suspected compliance issues to the compliance officer.
13. Demonstrate commitment to valuing diversity and contributing to an inclusive working and learning environment.
14. Cross‑train and provide back‑up support with Program Support role on contracts and travel processes and other tasks as needed.
15. Other duties as required.

Qualifications

Required

• High School Diploma and four years of experience or equivalent.
• Understanding of managing complex projects.
• Self‑motivated, flexible, creative problem‑solver; committed to social justice.
• Excellent language and communication skills, especially for creating written materials.
• Excellent computer skills, including word processing, spreadsheets, database, and social media sites; able to learn and proficiently use new programs quickly.
• Ability to work as a team member, work effectively with diverse people, and work independently.
• Demonstrate cultural competence.
• Ability to drive and travel to meetings in a variety of locations as needed.

Preferred

• Experience in community health or nonprofit associations.
• Bachelor’s or advanced degree or equivalent.

Physical Requirements

• Most time spent sitting, with up to one‑third of time walking or standing.
• Manual dexterity required for typing, filing, etc.
• Minimal lifting.
• Vision requirements as appropriate for working on a computer and with typed and handwritten materials.
• Ability to drive and travel to meetings in a variety of locations as needed.
• This role is primarily remote, with a one‑day in‑person commitment in Seattle, WA.

Employment Practices

NWRPCA is an Equal Opportunity institution and does not discriminate against any person in employment or participation in its programs and benefits on the basis of race, color, religion, creed, national origin, citizenship or immigration status, sex, sexual orientation, gender identity, age, the presence of any physical, mental, or sensory disability, the use of a trained service animal by a person with a disability, genetic information, honorably discharged veteran or military status, marital status, status as a victim of domestic violence, sexual assault, or stalking, or any other status or characteristic protected by local, state, or federal law. All qualified applications will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.