Admin Assistant

Our Mission

Our Ayni team is invested in supporting leaders and organizations that seek to build a world of reciprocity, where the dignity of all peoples and Mother Earth are respected. We conduct research, create trainings, provide coaching, and incubate projects.

We specialize in social movements and building bridges with intergenerational Indigenous wisdom. Please check out our website www.ayni.institute to learn more.

We are rooted in the immigrant community and in the experiences of the Immigrant Rights Movement. We have been around for more than 10 years and are based out of Revere, next door to East Boston in Massachusetts. We would describe our team as respectful, relational and responsible, so we’re looking for someone that matches these qualities as well.

Overview of Role:

We are looking for a highly organized and detail-oriented Administrative Assistant to keep our infrastructure running smoothly and efficiently. You will be in charge of the day-to-day back end maintenance of our Ayni Training and Movement Center located in Revere, MA, be responsible for developing and maintaining our databases, general infrastructural support, and supporting team logistics and incoming communications. You will work closely with and within our Operations team. This is a full-time job with a great opportunity to assist our staff with diverse projects and provide general administrative support.

The ideal candidate will be based in Boston or nearby areas as this is in-person and requires coming into the office, and have 1-2 previous years of experience as an Administrative Assistant or with the key responsibilities named above. We also know and understand that job positions are aspirational, so we are committed to supporting and coaching you to be able to accomplish the key responsibilities below.

This is a full time position. The general schedule will be approximately 35 hours per work week and may vary based on emerging needs, projects, hosting of events, and retreats. While we work a 4 day work week (Monday-Thursday), you may be expected to work some Fridays or weekends if the amount of work requires it.

Key Responsibilities:

• Assist in the coordination of administrative functions
  • Includes: budgeting, personnel, and clerical duties; reviewing, organizing and maintaining written and computer files; preparing confidential documents and reports; notetaking at meetings and making sure there’s follow up on administrative tasks; helping to implement new programs, procedures, methods, and systems; researching, developing and updating administrative systems to improve work efficiency and communications
• Upkeep our office
  • Includes: greeting and assisting visitors, coordinating repairs to office equipment and/or the building, re-stocking and ordering office supplies, connecting with the managers to carry out fixes and improvements
  • Managing repairs for the building as necessary and developing tax-exempt forms, reports of the building's usage, budgets with regards to the building, etc.
• Maintain our CRM (Customer Relations Management) system
  • Includes: inputting information and keeping it up to date, maintaining contact lists on Hubspot
• Manage the Ayni calendar and team logistics
  • Includes: coordinating and scheduling team trainings, retreats, Board meetings, etc.; being in charge of logistics and travel arrangements for team retreats and trips; supporting in creating an effective team calendar to avoid scheduling conflicts
• Organize and inventory our assets
  • Includes: creating, and maintaining accurate inventory of books, equipment, items in storage, etc.
• Handle internal and incoming communications
  • Includes: opening, sorting and distributing incoming correspondence via our mail and main email system

Qualifications

We are seeking someone who loves supporting teams to be successful, enjoys managing logistics and keeping things organized, takes the initiative to communicate and follow up with others, is open to learning, and is able to swarm to the various needs of an organization that is creative, adaptable and community-oriented. We are looking for people who will be consistent, on-time, and responsible.

There are no minimum school requirements for this position, however, they should feel comfortable with Gmail Suite (Drive, Documents, Sheets, Slides, Form, Etc.) and have strong oral and written communication skills. We also prefer if they have experience with the following but, if not, that they’re willing to learn about:

• Customer Relations Management (CRM) systems, particularly Hubspot
• Notion
• Canva
• Miro

It’s also important that they are or want to be grounded in community issues & social justice work. Lastly, they should be detail-oriented and independent enough to manage their own projects and improve our online systems and office space. If you’re bilingual in Spanish, it’s a plus but not required.

Compensation:

Our salary range will be between $40,000-$45,000, depending on experience & particular personal circumstances or needs.

Application Process

Please submit a cover letter and a resume to Sergio Hurtado at sergio@ayni.institute. Resume and cover letters will be received on a rolling basis. The position will also be filled on a rolling basis, so we suggest you submit something sooner rather than later.

Fluency in Spanish is preferred but not a requirement.