Finance and Operations Assistant

Finance and Operations Assistant

Position Summary

WOMEN'S WAY is seeking a highly organized, detail-oriented Finance and Operations Assistant to support the organization's day-to-day administrative and operational functions. Reporting to the Chief Operating Officer, this position provides direct support to the Chief Operating Officer, Controller, and Executive Director and works across the organization to help keep internal systems, records, schedules, and processes organized and up to date.

The Finance and Operations Assistant will manage a range of recurring administrative responsibilities related to staff and financial administration, organizational operations, development, Board activities, and events. The ideal candidate is proactive, dependable, comfortable working with numbers and data, and exceptionally attentive to detail. They enjoy creating order, keeping information current, anticipating needs, and making sure important tasks don't fall through the cracks.

Key Responsibilities

Financial and Staff Administration

• Maintain accurate and up-to-date staff vacation and leave records.
• Monitor staff professional development and wellness fund allocations, expenditures, and remaining balances.
• Maintain staff time allocation records and related tracking.
• Track employee medical reimbursements and maintain supporting records and documentation.
• Process incoming mail, including date-stamping, logging, and copying checks
• Maintain organized records and spreadsheets and ensure information is updated on a timely basis.
• Identify missing information or discrepancies and follow up to ensure records are complete and accurate.
• Maintain clear procedures, calendars, and checklists for recurring administrative processes.
• Prepare routine summaries and reports for the Chief Operating Officer and Controller as requested.

Administrative and Operations Support

• Manage calendars and coordinate scheduling for the Executive Director and Chief Operating Officer.
• Coordinate meeting logistics, including booking conference rooms, registering guests with the building, creating Zoom links, and preparing meeting materials.
• Order and track office supplies and other organizational purchases.
• Maintain organizational calendars and monitor key deadlines.
• Coordinate travel arrangements and itineraries as needed.
• Support internal document management, organizational recordkeeping, and shared files.
• Maintain and update organizational profiles and information on Charity Navigator, GuideStar, and similar platforms.
• Assist with vendor coordination and other routine operational needs.
• Record notes from donor meetings and provide to Development Associate for entry into CRM
• Provide general administrative and operational support to the Chief Operating Officer, Executive Director.

Board Support

• Monitor Board applications and manage the Board application process, including applicant follow-up and distribution of materials to the Governance Committee.
• Collect and maintain required Board forms and documentation.
• Maintain Board and Board Committee lists and records.
• Track Board member pledges and payments.
• Assist with scheduling and preparation for Board and Board committee meetings.
• Provide administrative support for Board-related activities and communications as needed.

Event Support

• Maintain and manage event registration lists.
• Create and organize event nametags and other attendee materials.
• Track sponsorship benefits and support fulfillment of sponsor benefits.
• Provide administrative and logistical support for the Annual Celebration and other WOMEN'S WAY events as needed.

Qualifications

Required

• Minimum 2 years of experience in administration, operations, finance administration, executive support, or a related field.
• Exceptional organizational skills and meticulous attention to detail.
• Strong proficiency in Microsoft Office, particularly Excel and Outlook.
• Comfort working with numbers, spreadsheets, databases, and tracking systems.
• Excellent written and verbal communication skills.
• Ability to manage confidential employee, donor, and organizational information with professionalism and discretion.
• Strong time management skills and the ability to manage multiple responsibilities and deadlines.
• Demonstrated ability to follow through on recurring responsibilities and maintain accurate records.
• Ability to work independently, identify when information is missing or inconsistent, and proactively follow up to resolve issues.

Preferred

• Experience working in a nonprofit organization.
• Experience providing administrative support to senior leadership.
• Experience working with donor databases or CRM systems.
• Experience supporting Boards, committees, fundraising, and nonprofit events.
• Experience maintaining employee records, benefits-related tracking, or other HR administrative functions.
• Familiarity with Microsoft 365, Zoom, and collaborative workplace technologies.

Core Competencies

• Attention to Detail and Accuracy
• Organization and Follow-Through
• Initiative and Problem Solving
• Time and Priority Management
• Confidentiality and Professional Judgment
• Written and Verbal Communication
• Comfort with Numbers and Data
• Relationship Management
• Adaptability
• Collaboration and Teamwork

Why Join WOMEN'S WAY?

At WOMEN'S WAY, strong internal operations help make our mission possible. As a small, collaborative team, every employee plays an important role in keeping the organization running effectively. The Finance and Operations Assistant will help ensure our internal records are accurate, our administrative systems stay organized, and our staff and leadership have the support they need to focus on advancing our mission.

If you enjoy creating order, keeping track of details, supporting others, and helping a mission-driven organization operate effectively, we'd love to hear from you.

What Else You Should Know

WOMEN’S WAY is an equal opportunity employer and is committed to gender equity and social justice. We believe that white supremacy is at the root of all social injustices and has a disproportionate impact on women, people of color, persons with disabilities, people with records of arrest or conviction, immigrants/refugees, and individuals from the LGBTQIA+ community. We believe these communities must be centered in the work we do; therefore, we strongly encourage applications from people with these identities or who are members of other marginalized communities.

This is a contracted, part-time position of approximately 20 hours per week, ideally worked across four half-days, Monday through Thursday, with Tuesdays in office and the other days virtual. Some evenings and weekends will be required for special events and meetings. Specific daily hours can be determined in coordination with the successful candidate. The targeted start date for this role is October 2026. Salary will be $25 / hour.

Applications will be reviewed as they are received. For best consideration, please apply by September 16, 2026. The position will remain open until filled.

What now?

To apply for this position, please send the following materials to development@womensway.org with the name of the position you are applying for in the subject line.

• Resume (PDF or Word)
• Your answers to the following questions in PDF or Word (each answer should be no more than 2 paragraphs):

1. Why are you interested in this position and what do you hope to learn in this role?
2. What are two unique strengths/qualities that you will bring to WOMEN’S WAY?
3. What type of work environment do you thrive in?

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