Administrative Assistant

About PON

PON is a network that develops the multi-entity talent, capacity, and infrastructure needed for power-building organizations to scale and expand what they are doing to turn back authoritarianism and advance collective liberation. The network, which includes The Capacity Shop and Center for Empowered Politics Education Fund (CEPEF) along with programmatic partner Bolder Advocacy (the “partners”), coalesced in 2022 with a planning grant from the Ford Foundation to address the historic underinvestment in and unmet demand for multi-entity capacity building work across the social justice field.

As bold power-builders continue to punch above their weight, they are turning to multi-entity structures. Safe and bold multi-entity operations ensure that power-builders navigate today’s high-threat environment that could limit their power and increase risk for their structures and impact. Long-standing gaps in values-aligned multi-entity operations capacity for organizations, ecosystems, infrastructure, and staffing call for greater investments in safety, security, and resilience.

PON is advancing an ambitious plan to address these needs and meet these gaps by providing technical assistance and resources for complex multi-entity actors across the social justice field. Services will be delivered through three strategic program areas:

• Wayfind to Protect the Field connecting organizations with the resources needed to respond to immediate threats while building towards long-term safety and solidarity
• Weave Connective Tissue - convening and aligning rapid response providers, election protectors, and multi-entity operations capacity builders
• Develop Leadership & Knowledge - hosting bootcamps, conferences, peer circles, online classes, and other tools and resources so that people have the knowledge and trusted relationships to operate boldly and safely
• Build State-Based Infrastructure - building back office hubs, shared managed services, and operational capacity across state-based ecosystems and networks of organizations

With a goal of raising $10M-$14M per year, it is crucial for PON to build a team who are steeped in multi-entity operations and movement values to drive strategic partnerships and collaboration and steer the network toward urgently-needed impact in the field.

This position is shared with our sister entity Power and Protect Operations Action Fund (PONAF), a separate 501(c)4.

The Administrative Assistant Role

The Administrative Assistant is a key support role supporting the Executive Director. The Administrative Assistant ensures that all the i’s are dotted and t’s are crossed, makes sure nothing falls through the cracks, and keeps things organized. They schedule meetings, support event logistics, enter data so task and relationship information is up to date, rename and organize files, and take meeting notes. They support all the team members and PON partners, and help to model and embody what it means to have values-aligned operations with a strong political analysis.

Primary Responsibilities

The following responsibilities are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel classified in this manner. Duties, responsibilities, and activities may change at any time with or without notice.

Administration (60%)

Scheduling, correspondence, notes

• Schedule one-on-one and group meetings across different time zones via email, Google Calendar, Google Forms/Doodle/Calendly, and phone calls
• Draft correspondence, especially reminder and thank you’s emails
• Attend meetings and take notes, capturing word-for-word key thoughts and quotes and identifying and entering tasks into Click Up project management system
• Attend funder meetings, take notes, and ensure follow-up actions are completed
• Format notes from meetings into a polished sharable form
• ​Copy edit documents
• Support the ED in developing communication and fundraising materials
• Support funder briefings, funder convenings, and speaking opportunities.
• Assist with reimbursement and other administrative tasks as needed

Data Management (20%)

database management, contact management, fundraising tracking, filing

• Update project management tasks on Click Up
• Support follow-ups with each funder to cultivate strong relationships
• Update spreadsheets on Airtable and Google Sheets
• Ensure accurate, up-to-date entry of fundraising data.
• Maintain and organize email accounts
• Maintain Brevo email contacts list, including cleaning bounces and updating addresses
• Rename, file, and archive documents

Program Administrative Support (20%)

registration, communications, document preparation, logistics, technical support

• Support events, trainings, and convenings hosted by PON and its partners.
• Conduct outreach for programs
• Collate, tag, update, and support dissemination of library resources
• Support event registration and communicate with participants
• Coordinate logistics for meetings such as registration, accommodations, meeting space, room set up, catering, AV set up, ordering supplies, materials production, etc.
• Provide technical support and notetaking for Zoom meetings
• Provide in-person logistical support
• Coordinate travel arrangements as needed
• Format notes and videos from meetings into a polished sharable form

Skills, Qualifications, and Experience

We are seeking someone who thrives in both independent and collaborative work. This is a small start up organization, so the Administrative Assistant should be willing to roll up their sleeves and do work that is expected and also that emerges unexpectedly while navigating competing priorities in an ambiguous and constantly changing context. The following qualifications and attributes will contribute to the administrative assistant’s success:

Required Qualifications

• Location within daily commuting distance of New York City
• Commitment to building power for social justice, racial justice, and democracy
• Excellent writer without the assistance of AI
• Comfort talking on the phone and with cold outreach
• Experience with data entry and notetaking
• Experience with scheduling groups of people across multiple time zones
• Experience with designing and copyediting documents and presentations
• Experience with event planning
• Experience with Google Suite, Zoom, Canva, MS Office Suite, Calendly

Preferred Qualifications

• Detail oriented (catches things before they fall between cracks, sees errors and inconsistencies, enjoys repetitive tasks, double and triple checks work, etc.)
• Persistent in getting in touch with people (email, text, phone call, etc.)
• Consistent and timely with communication and all deliverables
• Creative in getting around problems (e.g., if there is a glitch in zoom, being able to figure out a solution in real time with participants)
• Relational (good at building relationships and making people feel seen)
• Enjoys regular and recurring roles and responsibilities, and has a willingness and flexibility to take on emerging project needs
• Communicative around emerging needs, and willing to receive and share feedback in an honest, open and reflective way
• Ability to start April 13, 2026 or earlier

Additional Information

Work Environment / Physical Demands

This is a remote position, but requires living within daily commuting distance of New York City. Typically staff work together two to four days per month. Usually these meetings are in New York City, but we also meet in other locations such as Washington, DC, Durham, NC, and Oakland, CA. Applicants from more than 1.5 hours driving/train distance from NYC will not be considered.

In addition to staff meetings, travel for in-person program meetings within the United States may be required up to 10% of time.

Physical demands include being able to work on a computer including sitting at a desk for extended periods of time with or without reasonable accommodation; manual dexterity to operate a keyboard; able to see or read a computer screen and printed material with or without vision aids; able to speak clearly and in audible tones on the phone and in-person and be understood by others; able to hear and understand speech, including on the phone; able to understand and follow oral and written instructions; able to occasionally lift objects weighing up to 10 pounds, etc.

Employment Terms

This is a limited term position, funded for one year. It is an hourly, non-exempt position paying $25-$28/hour depending on experience. The administrative assistant will work 20 hours per week (M-F). This position qualifies for a competitive benefits package that includes: medical, dental, vision, and paid time off.

PON contracts with Resilient Strategies LLC for backend organizational support including hiring and employment. Resilient Strategies is an equal opportunity, affirmative action employer. Folks who are queer, trans, non-binary, Black, Indigenous, people of color, disabled, parents, are/have been system-impacted, immigrants, and anyone who has experienced systemic oppression and/or gender-based violence are encouraged to apply. Pursuant of the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records for employment.

This position qualifies for a competitive benefits package that includes: medical, dental, vision, and paid time off.