Administrative Assistant

Position Summary

The Native American Land Conservancy (NALC) is seeking a highly organized, detail-oriented Administrative Assistant to support executive leadership and daily organizational operations. This position provides administrative support to the Executive Director and Operations Director and assists with scheduling, records management, project tracking, communications, financial administration support, grant administration support, and organizational coordination.

The Administrative Assistant plays an important role in helping ensure organizational priorities, projects, and communications are effectively coordinated across departments, staff, partners, and stakeholders.

Essential Duties and Responsibilities

Administrative and Executive Support

• Provide administrative support to the Executive Director and Operations Director.
• Manage calendars, appointments, scheduling, and meeting coordination.
• Coordinate virtual and in-person meetings, including logistics, agendas, materials, and follow-up communications.
• Prepare meeting notes, action items, correspondence, reports, and organizational documents.
• Coordinate travel arrangements, lodging, transportation, and itineraries.

Communication and Organizational Coordination

• Serve as a professional point of contact for internal and external communications.
• Facilitate communication and coordination among staff, contractors, consultants, tribal representatives, government agencies, funders, partners, and stakeholders.
• Track assignments, deadlines, project updates, and organizational priorities as directed by leadership.
• Maintain status reports and provide updates on projects and action items.

Records Management and Information Systems

• Maintain electronic filing systems, records, and organizational documentation.
• Organize and manage Google Drive folders, Shared Drives, permissions, and digital records.
• Maintain Notion workspaces, project trackers, databases, and internal documentation.
• Support data entry, document control, and information management activities.

Financial and Administrative Support

• Assist with invoice tracking, vendor communications, and administrative financial processes.
• Organize receipts, invoices, contracts, and supporting documentation.
• Support expense tracking and financial recordkeeping.
• Assist with routine transaction classification in QuickBooks, Ramp, or similar systems.

Project and Grant Administration Support

• Maintain project trackers, reporting systems, databases, and calendars.
• Assist with grant administration activities, including compliance documentation, deadline tracking, and reporting support.
• Support special projects and organizational initiatives as assigned.

Qualifications Required

• High school diploma, GED, or equivalent.
• Strong organizational, communication, and time-management skills.
• Ability to work independently in a remote work environment.
• Strong attention to detail and ability to manage multiple priorities.
• Proficiency with Google Workspace and Microsoft Office applications.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to communicate professionally with staff, partners, stakeholders, and the public.

Preferred

• Associate degree or higher.
• Two or more years of experience in administrative support, office administration, executive support, nonprofit administration, project coordination, bookkeeping support, or a related field.
• Experience with Notion, QuickBooks, Ramp, or similar systems.
• Equivalent combinations of education, training, and experience may be considered.

Requirements

• Must reside in California at the time of hire.
• Reliable high-speed internet access.
• Reliable transportation.
• Valid driver's license if travel is required for assigned duties.
• Ability and willingness to travel throughout California as needed for organizational business.
• Ability to maintain a professional remote work environment.

Pay: $24.00 - $28.00 per hour

Benefits:

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

Application Question(s):

• Do you reside in California?
• This position may require occasional travel to remote conservation properties and project sites that may involve uneven terrain, unpaved roads, and outdoor environmental conditions. Are you willing to travel to and visit these locations as needed to perform the essential duties of the position?

Education:

• High school or equivalent (Required)

Experience:

• Administrative: 1 year (Required)

Willingness to travel:

• 25% (Required)

Work Location: Remote