Operations & Administrative Assistant

Operations & Administrative Assistant (30 hrs/week, Hybrid)

Organization: Harbor Connects

Location: Wilmington, CA (Hybrid)

Reports to: Executive Director

Status: Part-time (30 hours/week), Non-exempt

Compensation: $22–$25 per hour, depending on experience

Benefits: Harbor Connects does not currently offer employer-sponsored health benefits. This position accrues paid holidays, PTO, and paid sick time on a monthly basis in accordance with organizational policy.

About Harbor Connects

Harbor Connects is a community-based nonprofit serving the Los Angeles Harbor Area. Our mission is to support neighbors and service providers in the fight against homelessness through collaboration, wayfinding, and flexible microgrants that address urgent needs quickly and with dignity.

We are a small, highly collaborative team that values accountability, clear communication, and relationship-centered work. How we show up for people—neighbors, partners, volunteers, and donors—matters deeply to us.

Position Summary

The Operations & Administrative Assistant plays a key role in keeping Harbor Connects running smoothly day to day. This position provides essential administrative and operational support to the Executive Director and Engagement Coordinator, helping maintain organized systems, clear communication, and reliable follow-through.

This role is designed to strengthen internal operations and support organizational sustainability by freeing up leadership capacity for fundraising, partnerships, and strategic work. The ideal candidate is organized, dependable, proactive, and comfortable working in a small, fast-paced nonprofit environment.

This role is often a first point of contact for community members and partners and should reflect Harbor Connects’ values of professionalism, empathy, and care.

Work Schedule & Location

This is a structured hybrid position requiring regular in-person presence and remote work.

• In-person: 2–3 set days per week in Wilmington, CA (for meetings, community engagement, and events)
• Remote: Administrative, communications, and follow-up work
• Additional in-person hours may be required occasionally for events or board meetings

This is a non-exempt, hourly position. Work hours will be scheduled in advance. Any hours worked beyond 30 per week must be pre-approved by the Executive Director and will be compensated in accordance with California and local wage-and-hour laws.

Employee is required to accurately track all hours worked, including time worked remotely, in accordance with Harbor Connects’ timekeeping policies.

Key Responsibilities

Administrative & Operations Support (Primary Focus)

• Manage general administrative operations, including digital file organization and record-keeping
• Monitor and respond to general email inboxes and phone inquiries; route messages appropriately
• Schedule meetings, prepare agendas, take notes, and assist with follow-ups
• Support basic data entry and maintenance of internal tracking systems (donor, partner, or program records)
• Maintain a shared calendar for meetings, deadlines, and organizational priorities

Program & Community Support

• Assist with processing and tracking microgrant documentation and related materials
• Support wayfinding and referral coordination by organizing intake information and partner communications
• Help maintain internal tracking reports for program activities and community requests

Finance & Compliance Support (Administrative Only)

• Assist with invoice tracking, receipts, reimbursements, and expense documentation
• Help organize financial and administrative records
• Support preparation of materials for audits, 990s, or funder reporting under the direction of the Executive Director or external vendors

Communications Support

• Assist with scheduling and posting pre-approved content on social media platforms (e.g., Instagram, Facebook, LinkedIn)
• Route and respond to general inquiries received through social media or website contact forms, as directed
• Support basic email communications and community updates using existing templates and guidance

Events & Team Support

• Provide logistical support for meetings, convenings, and events (e.g., board meetings, community events)
• Assist with RSVP tracking, materials preparation, and day-of coordination
• Support volunteer and board communications as needed
• Additional administrative and operational duties consistent with the scope of this role and scheduled work hours

Qualifications

• 1–3 years of administrative, operations, or nonprofit support experience preferred
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Proficiency with Google Workspace (Docs, Sheets, Calendar, Drive)
• Comfort using basic digital tools and social media platforms; Canva or similar tools a plus
• Ability to manage multiple tasks, meet deadlines, and adapt to changing priorities
• Discretion and professionalism when handling sensitive or confidential information
• Commitment to Harbor Connects’ mission and values

Preferred: Bilingual English/Spanish

Desired Qualities

• Calm, dependable, and solutions-oriented
• Comfortable working independently and as part of a small team
• Respectful, compassionate, and community-centered
• Proactive and willing to learn and grow with the organization
• Demonstrates integrity, accountability, and follow-through

Why Work at Harbor Connects

• Meaningful, community-centered work with tangible local impact
• Supportive, collaborative, and human-centered team culture
• Flexible hybrid work environment
• Opportunity to grow with a mission-driven organization

To Apply

This position will close on February 15th at midnight. Please email your resume to info@harborconnects.org for consideration. Applications received after this time will not be considered.

Harbor Connects is an Equal Opportunity Employer and is committed to building a diverse and inclusive team. We do not discriminate on the basis of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other legally protected status.