Administrative Assistant

DEPARTMENT: Administration

ROLE TITLE: Administrative Assistant

LOCATION: Remote/Olympia, Washington State

LEVEL/SALARY: Volunteer (with pathway to paid role)

REPORTS TO: Chief Executive Officer

DESIRED HOURS: Monday through Saturday

ORGANIZATION DESCRIPTION: C.A.R.E. Wellness Center & Services

C.A.R.E. Wellness Center & Services is a 501(c)(3) nonprofit committed to creating a safe farm‑stay, holistic retreat, and wellness programs for Black, Indigenous, People of Color (BIPOC) and allies seeking recovery from Post‑Traumatic Slave Syndrome (PTSS) through Spirituality, AgroTourism, and Racial Justice.

Our programs serve individuals impacted by justice systems, foster care, food insecurity, community violence, and mental health disparities. We foster cultural humility, trauma‑informed care, and spiritual grounding through our healing‑centered curriculum.

Our Mission is to provide a safe farm stay, holistic retreat, and wellness programs for black, indigenous, people of color and allies, to recover from Post-Traumatic Slave Syndrome via Spirituality, AgroTourism, and Racial Justice.

Our Vision is Connectivity: to Nature; to God; and to Self. Our goal of acquiring farmland is to establish a safe spiritual retreat for people of color to escape constant trauma and begin repairing their fractured foundation and realize self-actualization. Our programs are a research community project with a goal of empowering others to heal from PTSS.

The CEO is a woman of color, pansexual, and a person with disabilities who leads both C.A.R.E. Wellness Center (nonprofit) and C.A.R.E. Family Services, LLC (direct services). This position supports core operations and capacity‑building while the organization prepares for farmland acquisition and wellness campus development.

JOB SUMMARY:

The Administrative Assistant plays a central role in organizing and managing Executive‑level operations, ensuring efficient workflows across departments and supporting priority projects such as the Time Bank system, C.A.R.E. Web Application, and community engagement organizational restructuring.

This role supports scheduling, communication, operational organization, cross‑department coordination, and documentation management. Ideal for someone who is highly organized, tech‑friendly, and passionate about nonprofit development and community wellness. Your contributions will directly impact our ability to serve our community effectively. Remote opportunities for a Washington state resident.

RESPONSIBILITIES:

Executive Support & Operational Coordination

• Provide direct administrative support to the CEO and Executive Team.
• Maintain and update the Executive Master Calendar, coordinating cross‑department meetings (Programs, Finance, Marketing, HR).
• Organize weekly Executive Team briefings: prepare agendas, reminders, task notes, and follow‑up actions.
• Implement organizational systems to improve workflow efficiency and team accountability.

Time Bank Development Support

• Assist with organizing time‑tracking data from volunteers, board members, contractors, and staff.
• Maintain spreadsheets or Notion databases for Time Bank values, hour conversion, and program benefit eligibility.
• Support communications to stakeholders regarding hours earned, redemption guidelines, and onboarding into the Time Bank system.

Web Application (Circuit App) Support

• Document feature requests, bugs, and updates from the CEO, Programs Team, and Tech Team.
• Maintain a structured project tracker (Notion/Sheets) for app development milestones.
• Coordinate testing sessions, gather user feedback, and assist with organizing directory listings and content for the app.

Community Engagement & Organizational Structuring

• Support implementation of new community engagement frameworks, including team structures, committees, and outreach workflows.
• Prepare documents, contact lists, invitation scripts, and meeting materials for community partners.
• Help coordinate the C.A.R.E. Board’s community engagement visits and follow‑up communications.

Communications & Frontline Support

• Answer calls, texts, and Slack/Yodel messages; triage inquiries to the appropriate team.
• Draft email scripts, public notices, and administrative updates.
• Serve as a warm, professional first point of contact for participants, volunteers, and partners.

Documentation & Information Management

• Maintain organized digital filing systems in SharePoint, Notion, and C.A.R.E. databases.
• Accurately record meeting minutes, decisions, action items, and program updates.
• Assist with onboarding files, volunteer forms, HR documents, and operational standardization.

Program & Event Coordination

• Support scheduling, logistics, and communications for workshops, agrotours, fundraisers, and community events.
• Help manage Calendly appointments, booking platforms, and event registration lists.
• Coordinate printing, preparation, and distribution of program materials.

ESSENTIAL FUNCTIONS:

• Excellent verbal, written, and interpersonal communication skills.
• Ability to type 35+ WPM and write clear, professional messages.
• Strong organizational skills with the ability to manage multiple priorities.
• Skilled in building simple systems, tracking tools, and workflows.
• Time management mastery—ensuring the Executive Team meets deadlines.
• Ability to maintain confidentiality regarding sensitive organizational information.
• Comfortable coordinating with cross‑functional teams and supporting program launch frameworks.

PROGRAMS USED:

• Notion CRM
• Microsoft Suite / SharePoint / OneDrive
• Slack & Yodel (internal communications)
• Calendly, Zoom, Google Meet
• Waveapps.com (basic financial coordination)
• Canva (basic design tasks)
• Event and volunteer management platforms

WORK CONDITIONS & PHYSICAL REQUIREMENTS:

Primarily remote with occasional in‑person sessions for meetings, community visits, events, or workshops. Some standing, minimal lifting (up to 50 lbs), and potential exposure to plants, animals, scents, and outdoor environments. Must be Washington State–based and able to travel locally occasionally.

QUALIFICATIONS:

• Residency in Washington State with a willingness to volunteer on-site as needed.
• Prior experience in administrative roles, executive support, or nonprofit operations preferred.
• Strong technical competency with digital tools and online project management systems.
• Highly organized, detail‑oriented, and proactive.
• Demonstrated commitment to social justice, cultural humility, and community wellness.
• Ability to maintain professionalism, confidentiality, and integrity.

C.A.R.E. Wellness Center is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all stakeholders.

• NEXT STEPS: Please Apply HERE! https://forms.gle/TEe1B5c7krmZxRap7