Administrative Assistant

About the Center for Sustainable Infrastructure (CSI)

The Center for Sustainable Infrastructure is a Pacific Northwest non-profit organization dedicated to building a thriving future for northwest communities through sustainable, multi-benefit solutions to infrastructure challenges.

CSI and its partners work with PNW communities and experts in Industrial Symbiosis to implement durable, symbiotic solutions to inherently expensive and often disruptive infrastructure challenges. These sustainable solutions increase the value of taxpayer and private sector investments while reducing the impact of these large-scale projects on our environment and local communities.

Position Description

The Administrative Assistant reports to CSI’s Program Manager. They provide administrative and clerical support to ensure CSI’s smooth day-to-day operations, with a focused effort on grant-funded programs. This role supports the Program Manager and broader CSI team by maintaining organized records, assisting with data entry and document preparation, coordinating meetings, and supporting expense documentation and grant reporting processes. The Administrative Assistant plays a critical role in ensuring program documentation is accurate, timely, and well-organized.

Key Responsibilities Performs related duties as assigned

Administrative Support

• Provide day-to-day administrative support
• Maintain organized digital filing systems for program documents
• Assist with document formatting, editing, and proofreading
• Track deadlines and support calendar coordination
• Coordinates travel arrangements

Data Entry & Documentation

• Enter and organize program data into various platforms, spreadsheets and tracking systems
• Collect and organize documentation for grant programs and assist in compiling information for grant reports
• Maintain logs of deliverables, invoices, and reporting materials
• Creates, updates and implements process improvement procedures, tasks, workflows and systems.

Meeting & Communication Support

• Schedule meetings and coordinate logistics
• Prepare meeting agendas and materials
• Maintain updated contact lists for stakeholders, contractors and partners
• Take detailed meeting notes and prepare meeting summaries or minutes
• Track action items and follow up on outstanding tasks

Report & Presentation Preparation

• Assist in formatting progress reports and supporting documentation
• Prepare presentation slides using provided content
• Ensure consistency in branding and formatting across program materials
• Proofreads and checks typed and other materials for accuracy and completeness

Expense Documentation & Administrative Coordination

• Collect and organize program invoices and expense receipts
• Support documentation of expenditures in coordination with the Program Coordinator
• Maintain organized records for audit and compliance purposes
• Assist in tracking expenditures against budget categories (under supervision)

Ability to:

• Foster a positive and productive work environment, establish and maintain team-oriented working relationships inside and outside of the organization.
• Apply sound judgment and problem-solving skills to make consistent reasoned and timely decisions.
• Listen attentively and communicate effectively, both orally and in writing.
• Be attentive to detail and maintain a high degree of accuracy and take appropriate initiative.
• Maintain current knowledge and adapt to new technologies, keeping technical skills up to date.

Why Work for CSI?

We’re betting that working for CSI will be the most enjoyable and fulfilling job you’ve ever had. We specialize in bringing people together to collaborate on clean, sustainable industry and infrastructure projects to benefit our communities, our local economies, and our planet together.

Working for CSI, you will help diverse Pacific Northwest leaders and innovators bridge our political, geographic, and cultural divides to learn from each other, explore breakthrough solutions, and spearhead sustainable infrastructure projects that serve as durable community assets. You’ll help them work together to build a thriving, inclusive, sustainable future of broadly shared prosperity for all our people and communities.

Qualifications

• 2 or more years of administrative or program support experience
• Strong organizational and time management skills
• Proficiency in Microsoft Office Suite (Experience with MailChimp, Canva, and Adobe products are a plus)
• Strong written and verbal communication skills
• High attention to detail and accuracy
• Ability to manage multiple tasks and deadlines

Salary and benefits

• Salary range: $50,000--$68,000
• Benefits: Health/Dental/Vision + 401K with 6% employer match
• PTO: 4 weeks of paid vacation + paid holidays and sick time
• Location: Olympia, Washington
• Remote work: in-person is preferred, hybrid is negotiable

Equal Opportunity

CSI is an equal opportunity employer and makes employment decisions based on merit, qualifications, and abilities. We do not discriminate against employees or applicants in any aspect of employment including recruitment, hiring, promotion, training, compensation, benefits, or termination.

How to Apply

To apply, please send your resume, 3 references, and a cover letter explaining why you are interested in the position to CSI's Operations Manager, Terry Carroll (terry@centerforsi.org) with the subject line “Program Coordinator”. Materials clearly produced by AI will not be considered.

The expected start date is August 1st–15th.

Pay: $50,000.00 - $68,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• program coordination: 3 years (Required)

Work Location: Hybrid remote in Olympia, WA 98501