Operations Assistant

Join Our Team: Operations Assistant

Organization: Community Loaves

Location: Kirkland, WA

Reports to: Executive Director/CEO

About Community Loaves

Community Loaves™ is a 501(c)(3) nonprofit with a simple but powerful vision: bringing communities together through baking to reduce hunger and promote wellness. Our small but mighty organization relies on over 900 passionate volunteer bakers who create fresh whole-grain sandwich loaves and Energy Cookies, delivering them to 48 food bank partners through 61 community hubs twice monthly. While we're rooted in Washington and the Puget Sound area, our impact reaches into Oregon, Idaho, and California. We dream big—envisioning a sustainable program that communities nationwide can embrace and make their own.

Being a small, volunteer-driven organization means our paid staff wear many hats and have the unique opportunity to grow their skills across different areas. You'll find yourself contributing to various aspects of our mission and discovering new strengths along the way.

Our Mission: To nurture strong communities through the connection, training, and empowerment of home-based bakers to reduce hunger and promote wellness.

What You'll Do

We're seeking a versatile and resourceful Operations Assistant who is passionate about nonprofit work and eager to contribute to the heart of our organization. This role combines CEO support, operational management, bookkeeping, and volunteer coordination—ideal for an individual with strong organizational skills who enjoys coordinating multiple moving parts, managing detailed processes, and providing comprehensive support to leadership teams. As part of our small team, you'll have the chance to stretch your skill set and take on diverse responsibilities that will help you grow professionally while advancing our mission.

Keep Our Operations Running Smoothly

• Be the backbone of our day-to-day operations, managing office functions and nurturing vendor relationships.
• Help us grow by developing and proposing new policies and procedures that enhance overall efficiency.
• Manage contracts, agreements, and partnerships with care and attention to detail.
• Document office policies and procedures, updating as needed.
• Oversee our monthly flour delivery schedule and work alongside our warehouse manager to ensure every delivery is a success.

Handle Our Finances with Care

• Maintain accurate and up-to-date financial records, from processing transactions to preparing reports that effectively tell our story.
• Manage accounts payable and receivable, as well as payroll, ensuring timely payments to all employees and vendors.
• Work with leadership to develop budgets and keep an eye on cash flow
• Track tax and reporting requirements and support financial audits by providing clear, organized documentation.
• Oversee employee benefits and ensure compliance with all applicable labor laws.

Lead Our Flour Fundraiser & Supply Operations

• Schedule volunteer shifts that align with our program calendar to keep everything running smoothly, like clockwork.
• Maintain detailed inventory records and collaborate with our warehouse manager to ensure efficient storage.
• Handle the supply ordering process from start to finish—placing orders, tracking shipments, and solving any delivery puzzles.
• Receive incoming shipments with a keen eye for accuracy and quality, then update our inventory system.
• Create ordering reports for the Chief Bread Officer (e.g. CEO) and conduct monthly inventory counts.
• Think creatively about how to optimize inventory levels and improve our processes.
• Keep our office stocked with supplies and coordinate delivery trucks when needed.
• Handle invoicing and refunds for flour fundraiser orders with professionalism and care.

Support Our Strategic Vision

• Collaborate with leadership to bring strategic initiatives to life and monitor our progress toward established goals.
• Prepare reports for our Chief Bread Officer, Board of Directors, and stakeholders.
• Analyze our operational data to spot trends and opportunities for improvement.

Keep Us Compliant and Safe

• Ensure we comply with all applicable nonprofit laws, regulations, and standards, keeping our registrations and filings up to date.
• Oversee risk management, including insurance coverage and safety protocols for our operations and volunteer activities.

What We're Looking For

Must-Haves

• Bachelor's degree
• At least 3 years of experience as an Executive Assistant, Operations Assistant, or in program coordination (nonprofit experience is a plus)
• Excellent communication skills—you're as comfortable writing emails as you are chatting with volunteers.
• Strong analytical and data management skills with a passion for measuring impact
• Experience with financial management, including tracking income, expenses, and payroll
• Outstanding organizational skills and the ability to juggle multiple priorities with grace

We'd Love If You Have

Experience with QuickBooks Online, Microsoft Suite, web-based tools, Google Docs, and Canva

• Knowledge of volunteer and leadership management best practices
• Skills with virtual collaboration tools and volunteer database systems

What Makes You Perfect for This Role

You're incredibly organized, detail-oriented, and excel in a multi-tasking environment.

• You thrive as a trusted right-hand person, finding fulfillment in anticipating needs, providing seamless support, and serving as the dependable foundation that enables leadership to focus on its strategic vision.
• You're adaptable and flexible, ready to embrace the dynamic nature of nonprofit work.
• You're naturally curious and love diving into new areas, whether it's mastering a new software system, understanding a different aspect of nonprofit operations, or developing skills you never thought you'd need.
• You're genuinely excited about Community Loaves' mission to combat food insecurity and strengthen communities.

What to Expect

This is a part-time position, with a maximum of 30 hours per week. We believe in work-life balance and flexibility.

Schedule Details

Flexible scheduling within business hours

• At least two days per week required in our Kirkland office (the other days can be remote)
• Occasional weekend time to support volunteer and hub activities

Compensation

$40-50/hour, DOE

Ready to join a team that's making a real difference in communities across the Pacific Northwest and beyond? We'd love to meet you.