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Administrative Ally

LOCATION: Portland, Oregon (North/Inner NE)

REPORTS TO: Client Care Manager

FULL-TIME: 35 hours per week

SALARY: $20.00/hour

 

What we’re looking for:

  • Minimum 2 years providing professional administrative assistance and organizational support. Small business experience a plus.
  • Exceptional computer and typing skills. We are a PC office using Microsoft. Expert use of Microsoft Suite especially Outlook a must.
  • Familiarity with Asana task manager a plus.
  • Proficiency with Zoom Meetings and Webinars a plus.
  • Commitment to deliver consistently excellent results and rigorous attention to detail.
  • Ability to communicate caring and track a wide range of client relationships over time.
  • Initiative and eagerness to excel in all responsibilities.
  • Exceptional interpersonal and relationship building skills, including the ability to build and maintain meaningful relationships remotely.
  • Polished, professional, and clear written and oral communication skills.
  • Must be comfortable working alone and with remote team members.
  • Must be able to hear and incorporate feedback and demonstrate continuous improvement.
  • Must demonstrate good judgement to strategically address barriers in accomplishing core responsibilities, implementing systems, and building and deepening resilient relationships.
  • Commitment to social justice and an openness to do personal and racial healing work in a professional setting.
  • Able to troubleshoot and support day-to-day IT needs for small business and business professionals. Familiarity with Android OS a plus.
  • Bachelor's degree preferred.
  •  If the job excites you, please apply: we would love to consider you for our team!

Your New Role:

As LJIST’s Administrative Ally you will be responsible for supporting optimal effectiveness and success of our small-yet-mighty social justice organization. Your primary charge will be ensuring the overall functioning of our home-based office and supporting logistics for virtual and in-person client events. Centering relationships, you will maintain clear, prompt, and authentic communication with our team, partners, and clients.

In this role, you will put your exceptional oral and written communication skills, demonstrated project management skills, attention to detail and high-level functionality and discretion in a home office environment to use. As an energetic, reliable self-starter, you will bring your experience and unique understanding of the benefits and challenges of working in a small business to our team. 

About LJIST: 

Luna Jiménez Institute for Social Transformation (LJIST) provides training, facilitation, coaching, and keynote speaking to inspire individuals and organizations to deepen their commitment to social justice and create transformational change, one revolutionary relationship at a time. We partner with people and organizations who are committed to leveraging their leadership capacity through personal healing to create equitable and just communities and transform our world.

LJIST offers a professional environment with a holistic approach to thinking about workers as people. We provide continued and on-going access to our transformational core teachings and practice what we teach with continued personal and professional development opportunities.

LJIST is a Latina-owned small business. We are committed to providing an inclusive and welcoming environment for all members of our staff, subcontractors, vendors, and clients and are proud to be an Equal Opportunity Employer.

Benefits:

This is a full-time, exempt position. Starting benefits include:

  • Health Insurance (LJIST Pays 50% for Employee) (after 90-day probationary period)
  • Unlimited Paid Time Off Policy (after 90-day probationary period)
  • Personal and professional development opportunities
  • Opportunities for advancement
  • A professional environment that has a holistic approach to thinking about workers as people
  • Continued and on-going access to our transformational core teachings
  • Being on a team where we practice what we teach
  • Encouragement and reward for innovation and initiative
  • Opportunity to earn referral fees
  • Cozy, private home-office environment

Application Process:

Email the following information to hr@ljist.com with the title “Administrative Lead” in the subject line:

  1. Custom cover letter clearly outlining the specific skills and expertise you would bring to the job and how you are a good fit for the responsibilities of this position and LJIST. Only customized cover letters will be read.
  2. Resume detailing relevant experience, work history, education, and accomplishments.

 Incomplete and generic applications will not be reviewed. 

Position Details:

Office Management

Because much of our team works remotely, the Administrative Ally plays a significant role in office management and upkeep. They are responsible for answering phones, collecting mail, and performing general administrative duties. Working closely with the Client Care Manager they are responsible for maintaining a paperless, beautiful, organized, and efficient office environment. Specific responsibilities include:

  • Answer phones and email and perform general administrative duties.
  • Contact management in LJIST platforms.
  • Troubleshoot IT issues and maintain functioning of all office equipment. 
  • Maintain a neat, elegant, paperless, and efficient office environment, including managing office cleanings.
  • Anticipate, research, and communicate LJIST office equipment and technology needs in a timely fashion to Director of Operations.
  • Maintain prompt, ongoing communication with Client Care Manager, Director of Operations, and President.
  • Travel for errands: post office, dry cleaners, bank, etc.
  • Assist with ordering office supplies, delivery supplies, and all other needed products.
  • Manage office trash, recycling, and compost.
  • Care for all office plants and general office maintenance.
Client Deliveries & Events

The Administrative Ally will also support logistics for client and/or LJIST-hosted events. Specific responsibilities include:

  • Assist during virtual and local workshops (potential for travel).
  • Prepare and customize workshop and meeting materials, as requested.
  • Create event documentation and evaluation reports from templates.
  • Ship supplies and materials, as needed.
  • Provide assistant support including AV, materials, and interfacing with clients for in-person Keynote events.
Executive and Personal Support for President

The Administrative Ally provides direct support to the President by supporting special projects as requested (including some household maintenance responsibilities). Specific responsibilities include:

  • Prepare President for internal and external meetings (i.e. arrange travel, etc.).
  • Coordinate and manage special projects for President, as needed.
  • Assist with house care and projects, especially when President is on travel.
Finance Support

The Administrative Ally supports the Director of Operation’s finance processes by printing and mailing checks from QuickBooks. They are also responsible for depositing payments at the bank and maintaining Petty Cash. Specific responsibilities include:

  • Make bank deposits as payments are received.
  • Create, print, and mail checks from QuickBooks.
  • Maintain Petty Cash.

LOCATION: Portland, Oregon (North/Inner NE)

REPORTS TO: Client Care Manager

FULL-TIME: 35 hours per week

SALARY: $20.00/hour

 

What we’re looking for:

  • Minimum 2 years providing professional administrative assistance and organizational support…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Education
    High School Diploma Required
  • Professional Level
    Professional

Salary

At least $36,400

Benefits

·        Health Insurance (LJIST Pays 50% for Employee) (after 90-day probationary period)

·        Unlimited Paid Time Off Policy (after 90-day probationary period)

·        Personal and professional development opportunities

·        Opportunities for advancement

·        A professional environment that has a holistic approach to thinking about workers as people

·        Continued and on-going access to our transformational core teachings

·        Being on a team where we practice what we teach

·        Encouragement and reward for innovation and initiative

·        Opportunity to earn referral fees

·        Cozy, private home-office environment

·        Health Insurance (LJIST Pays 50% for Employee) (after 90-day probationary period)

·        Unlimited Paid Time Off Policy (after 90-day probationary period)

·        Personal and professional…

Location

On-site
Portland, OR, USA

How to Apply

Email the following information to hr@ljist.com with the title “Administrative Ally” in the subject line:

  1. Custom cover letter clearly outlining the specific skills and expertise you would bring to the job and how you are a good fit for the responsibilities of this position and LJIST. Only customized cover letters will be read.
  2. Resume detailing relevant experience, work history, education, and accomplishments.

 

Incomplete and generic applications will not be reviewed. 

Email the following information to hr@ljist.com with the title “Administrative Ally” in the subject line:

  1. Custom cover letter clearly outlining the specific skills and expertise…

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