Administrative Assistant

We seek a highly organized and detail-oriented Administrative Assistant to join our team in our Salt Lake City headquarters office. Working independently, with minimal daily oversight, toward agreed-upon outcomes and project deliverables, the Administrative Assistant will hold primary responsibility for completing organizational administrative tasks necessary to business operations.

This position provides timely and strategic support to the Executive Director and Finance Director to ensure consistent and effective management of non-profit administrative tasks, including: business registrations, charitable solicitation licensing, account administration, internal policy implementation, document storage (online and paper), mail sorting and processing, basic office management, and other relevant administrative supporting tasks.

As a critical executive team member, this position will review and process sensitive, proprietary, and confidential information. Attention to deadlines and government requirements and a willingness to proactively resolve problems and ask questions are essential. Consistent demonstration of integrity and honesty are expected and required.

An ideal candidate will have prior experience in a similar or related role, working with in-person and remote employees across departments and geographies. Candidates should possess excellent verbal and written communication skills and be generally familiar with Microsoft Office Suite and online filing systems.

Interest in multi-national operations, including in Mexico, and Spanish proficiency or fluency in business settings, are a plus.

Key Responsibilities

- Manage all state business registrations and associated tasks, including corporate licensing and

state contract vendor certifications (multi-state);

- Manage all annual charitable solicitation filings and licensing (multi-state);

- Serve as point of contact on all office leasing and property management requests and updates,

including lease renewals (multi-state);

- Collect and sort mail, and manage outbound shipping and mailing, from PO box and office

mailbox & manage all organizational postage and shipping accounts;

- Manage enterprise hardware and software access and accounts (e.g. Zoom, Adobe, Apple, etc.)

and use available online information and tools (e.g. TechSoup) to find and obtain non-profit

discounts;

- Collect and manage up-to-date inventory information for corporate assets and hardware;

- Support board and staff onboarding and offboarding tasks, including leading or organizing

internal practice and policy trainings;

- Assist with scheduling for events and meetings;

- Manage administrative email and respond appropriately to external requests and updates;

- Coordinate ordering or pickup for office supplies.

Minimum Qualifications

- Proven experience as an administrative assistant or in a related role.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant

software.

- Strong organizational skills with the ability to prioritize tasks and meet deadlines.

- Excellent communication and interpersonal skills, both written and verbal.

- Attention to detail and accuracy in all work tasks.

- Ability to maintain confidentiality and handle sensitive information with discretion.

- Proactive problem-solving skills and the ability to work independently and as part of a team.

Additional Qualifications

- Additional certifications or educational qualifications in office administration or related fields are

a plus;

- Spanish proficiency or fluency, particularly in business-related communications, are a plus;

- Experience working with remote teams across different countries and time zones;

- Event planning experience;

- Non-profit administration experience.

Paid time off: holiday pay (13 days annually) 40 hours paid vacation, 40 hours paid sick leave (all calculated on annual basis); access to 401k account; support for ongoing professional development.