Administrative Associate

Job Description

JOB SUMMARY

Our client  is seeking an Administrative Associate to support the organization’s internal operations.

As a growing nonprofit, Just Zero relies on strong systems, accurate information, and consistent administrative support to keep day-to-day operations running smoothly. The Administrative Associate provides essential support across finance, human resources, development, and internal coordination, ensuring that administrative tasks and processes are completed accurately and on time.

This role focuses on executing defined tasks, maintaining organized systems and records, and supporting coordination across the team. The Administrative Associate works closely with the Operations Director and other staff to support ongoing operational needs.

This role requires strong attention to detail, organization, and the ability to manage multiple tasks and deadlines in a remote work environment.

What You Will Be Doing

This role supports the organization by preparing, organizing, and following up across key operational functions, including:

• Data and Systems Management: maintaining and updating data across CRM and financial systems, supporting data imports/exports, preparing reports, and ensuring accuracy and consistency of organizational records
• Financial Administration Support: collecting and organizing receipts, following up on missing documentation, assisting with data entry, and preparing and compiling materials for financial reviews and audits
• Development Support: maintaining donor records, processing gifts, preparing acknowledgment letters, organizing donation and grant documentation, supporting development-related events, and following up with donors as needed
• Executive Support: preparing materials for the Executive Director, coordinating meetings, organizing information, tracking expenses, and following up on outstanding items
• HR and Employee Administration: maintaining employee records, tracking key dates, and supporting onboarding and offboarding logistics
• Inbox and Information Management: monitoring shared inboxes, routing or responding to inquiries, and maintaining accurate contact lists, calendars, and internal reference documents
• Scheduling and Logistics Coordination: managing calendars, coordinating meetings, arranging travel, and supporting logistics for staff meetings, events, and organizational gatherings
• Board Support: coordinating Board meetings, preparing and distributing materials, recording and circulating minutes, and tracking follow-ups and required inputs
• Document and File Management: organizing and maintaining shared files and document systems (e.g., SharePoint), including file naming, version control, and document storage

Experience We Are Looking For

• Background in an administrative, operations, or support role, ideally within a nonprofit or mission-driven organization
• Ability to manage multiple tasks and deadlines, stay organized, and follow through consistently and persistently on outstanding items and missing information
• Strong organizational skills and attention to detail, particularly when working with data, records, or documentation
• Comfort working across multiple systems (e.g., CRM, spreadsheets, document management tools) and maintaining accurate, up-to-date information
• Experience supporting day-to-day administrative functions such as scheduling, document management, or coordination across teams
• Comfort coordinating logistics such as meetings, travel, or events
• Familiarity with financial or operational administrative tasks, such as tracking expenses or organizing documentation
• Strong written and verbal communication skills, including the ability to draft, proofread, and format documents
• Ability to work independently and collaboratively in a remote environment, with a responsive and dependable approach to team support
• Discretion and care in handling sensitive or confidential information
• Proficiency in Microsoft Office and Office 365 tools (Excel, Word, Outlook, Teams, SharePoint), or the ability to quickly learn new systems
• Experience supporting fundraising or development activities, such as donor data management, gift processing, acknowledgment letters, or event coordination, is a plus

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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