Operations Assistant – Part Time
Based in Gloucester, Massachusetts, this position is shared between two non-profit organizations: the North American Marine Alliance (NAMA) and the National Family Farm Coalition (NFFC) in the context of a shared-leadership model.
We are looking for someone who gets joy out of keeping others organized, has a keen attention to detail, is trustworthy, has a good grasp of technology, and can be part of a team even if that team is spread across the country!
This position will start as an hourly, non-exempt part-time position and has the potential to become half-time exempt in 2022. Pay rate starts at $18/hour with a maximum of $30/hour depending on the level of experience, skillset, and passion. Generous time off, flexible working hours, and other benefits.
We estimate between 10-20 hours a week. The Operations Assistant can work in our office located in downtown Gloucester, MA. Some work can be done remotely but the assistant does need to go into the office at least once a week to make in person bank deposits, check mail, and attend to our needs that may arise.
Key Responsibilities and Primary Duties
- Provide admin support to the Director, e.g. scheduling, travel arrangements, logistics, etc.
- Maintain vendor relationships as needed (utilities, building owners, insurance companies, etc.)
- Check mail
- Answer calls and relay them to the right person
- Negotiate annual organizational insurances (Directors and Officers as well as Business Liability)
- Work with Director to execute contracts
- Ensure a paper-less organization by maintaining organized admin and finance google folders for each organization
- File any annual reports and recertifications online
- Make deposits
- Keep bookkeeper and organizational finance folders up to date by:
- Uploading images of checks and deposit receipts
- Uploading grant letters, bills, invoices, etc.
- Work with our accountants on annual audit process
- Assist our bookkeepers in account receivable and payable activities and/or identify and resolve invoicing issues, discrepancies, and other potential related problems
- Manage health care open enrollment processes
- Perform routine HR functions for new hires and maintain up to date employee folders
- Help with event planning including finding sites/hotels, managing logistics, caterers, etc.
- Other projects as assigned by the Director
- Commitment to racial equity, social justice, economic justice, environmental sustainability, and movement building
- Talented, creative, and passionate about managing the needs of the shared-leadership between NAMA and NFFC
- Minimum 5 years experience working in non-profit setting on financial, admin, and operations
- Excellent interpersonal, organization, and team-building skills
- Attention to details on multiple projects often simultaneously and careful proofing of own work and that of others
- Ability to write and present information in a clear, professional and concise manner
- Ability to work independently in a remote/virtual work environment with minimal in-person interaction with other team members
- Proven ability to learn quickly, make decisions, follow through, and see tasks through to completion
- Excellent conceptualization, problem-solving, and project leadership skills
- Ability to work well within a multicultural team environment with high standards, integrity, and a sense of humor
- Demonstrated technological proficiency, aptitude, and agility in the use of web-based applications and various shared workplace tools as well as the ability to identify and master new digital tools
- Highly proficient in Google Suites, Basecamp, and Salesforce
- Highly proficient at using Microsoft Office applications such as Word, Excel, and PowerPoint
- Experience using Quickbooks Online, Bill.com, and Expensify preferable but not required
OUR COMMITMENT TO RACIAL EQUITY AND DIVERSITY IN OUR ORGANIZATIONS
We are two national organizations who have made an explicit commitment to ensuring equity across our food system and society as a whole. We are engaged in national and global movement building to support the food providers – fishermen, farmers, ranchers, and workers – who lead our work. They range from rural to urban, and although primarily white, also include Black, Indigenous, Latinx, and immigrants from around the world. It’s important to us that our team reflects the diversity needed to lead a movement of people from across the planet working for an equitable and sustainable food system. We believe we can only succeed by building a diverse team full of fresh perspectives and original ideas, and we are committed to creating a working environment in which everyone has an equal opportunity to fulfill their potential.
Our team includes native and non-native English speakers, the self-taught and university educated, people with all sorts of professional backgrounds. If doing the job you just read about would make you excited to come to work every day, if you’re talented, hard-working and committed to making a difference – we want you to apply.
We do not discriminate on the basis of race, age, ancestry, citizenship, color, disability, ethnicity, family or marital status, gender identity or expression, national origin, political affiliation, religion, sex, sexual orientation, or any other characteristic protected by law.
If you have suggestions for us on how to put these values into practice in our hiring process, we’d value your input.
We’ll provide reasonable accommodations for qualified applicants with disabilities to participate in the application process, so please let us know if you have such a request when you apply.
To apply, please send a cover letter, resume, and three references to email@example.com by October 1, 2021. Ideal start day is November 1, 2021 or sooner. However we are okay with keeping the position open till we find the right person.