Administrative Assistant

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, which is 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.

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, our PEO provider.
• 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, such as flyers or invitations 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

Apply if you are described as:

• 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

Salary

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

• Competitive salary with annual performance and cost-of-living increases

• Comprehensive health care (medical, dental, vision)
• Dependent care FSA
• 401K plan with matching contributions
• Generous Paid Time Off (vacation, sick, public holidays)
• Remote work and flexible schedule
• Wellness resources and funds to support your home office