ADMINISTRATIVE ASSISTANT - Washington State / State of Louisiana

ADMINISTRATIVE ASSISTANT

Part-time, Remote Position

We are expanding the team in our small Black & Queer led business. This role will partner with the Co-Founders to create, administer, and operate our systems and communications. This position is remote and has flexible hours for weekly engagement and workload.

ABOUT IN THE WORKS

In The Works (ITW) is a belonging-based™ facilitation consultancy serving those who are on the frontlines of liberation and social change. ITW is our way of bringing intentional story, space, and solace to our communities of leaders, healers, educators, activists, and change makers. We know the real work is always “in the works” and needs stewardship and time. Our approach is Black-liberative, trauma-informed, and anti-racist.

At ITW we truly believe every group has the skills, tools, and ways of being within them; but at times need a facilitator to make these clear and to use them in new ways. We work directly with our clients to build their internal skills and ways of being; so the work continues once our contract is complete. Because we know new ways of being must be fully embraced and actionable within our organizations to keep lasting change moving forward.

Learn more at www.belongingbased.com

ATTRIBUTES | In The Works is a values-based organization that strives for all team members to experience safety, agency, dignity, and belonging in their work. Team members bring the following qualities and attributes:

• Creative
• Authentic
• Organized
• Solution-focused
• Detail-oriented
• Follow-through
• Self-motivated
• Collaborative
• Joyful

SKILLS & EXPERIENCE | Team members at In The Works bring a broad set of skills and experience. We encourage folks to highlight their experience in education, career, and community work:

• Collaboration with a team that is passionate, skilled, and creative
• Service leadership approach for client communications, contracting, and solution-building
• Excellent written and verbal communication skills (English)
• Experience with newsletter, social media, and website content drafting and posting- ex. Email newsletter, Instagram, LinkedIn, and / or YouTube
• Intermediate skills with cloud-based tools - particularly Proton Drive, Google Drive, Google Sheets, Google Docs, Microsoft Suite,
• Intermediate skills with online list-building and management (e.g. MailChimp) website maintenance (squarespace) and design (canva).
• Accounting administration with online payment and invoicing systems including Gusto and Bill.com. Intermediate or expert skill with Intuit Quickbooks for Small Business
• Coordination of registration, communications, and participation details for immersive in-person and online trainings / events. Use of tools such as Google Mail and MailChimp
• Expert time management, planning, project management, and problem-solving skills

ROLE & RESPONSIBILITIES | Administrative Assistant leads both the administration and operations work of In The Works in partnership with the Co-founders; with attention to details and progress in the context of the big picture.

LOCATION: Washington State or Louisiana Remote Position

SALARY: Hourly Compensation Rate Range of $35 - $40.

• Part-time - 20 to 24 hours / week

SUPERVISION BY: ITW Co-Founders

START DATE: December 2026 / January 2027

ADMINISTRATION (70%, 14+ hrs / week)

Regular detail oriented coordination, review, editing, finalization, and processing. Highly detail oriented. Highly coordinated and collaborative. Lots of communication, weekly check-ins. Short-term turn arounds; within 1-2 days and / or 1-2 weeks.

• Administer data entry, review, and reporting for our email communications, client work tracking, and financial systems; weekly / monthly / quarterly
• Coordinate research, options review, and purchases for work travel and lodging needs
• Write emails and track correspondence with multiple and diverse clients, collaborators, and vendors; including creation of email templates and tracking communications
• Originate and return calls for client needs, questions, and coordination
• Schedule with online tools through Calendly and Google Calendar; communications for client and ITW meetings and gathering
• Manage attendee RSVP, registration and email / phone / socials communication for in-person and online events; up to three (3) per month
• Plan and manage systems for retreats including registration, site logistics, attendee communications, travel logistics, and facilitation team supports
• Administer and manage behind the scene aspects of presentations and / or social media live events, ex. managing chat, taking notes, running slide deck

OPERATIONS (30%, 6+ hrs / week)

Strategy review, development, building and maintaining systems. Moderately detail oriented. Highly independent. Light communication, periodic check-ins. Short-term and long-term turn around; within the week and / or 1-2 months.

• Organize, manage, and maintain records in cloud systems
• Manage online vendor and client accounts access and administration; weekly / monthly / quarterly
• Create and maintain project / client tracking systems for review of monthly and quarterly work load and priorities
• Manage invoicing and billing systems with use of Quickbooks and Gusto in coordination with Co-Founders and accountant
• Detailed tracking and communication on ongoing projects, contracting processes, invoicing / payment records, and subcontractor paperwork
• Research small business needs and resources ex. vendor selection, online tools, insurance company; with ability to share findings to help with internal decision-making
• Lead correspondence, completion, and management of internal systems including payment management, invoicing, contracting, and online vendor systems

SALARY & BENEFITS | This is a part-time, permanent, remote position with a hourly compensation rate range of $35 - $40. Must have availability to work remotely 20 to 24 hours per week and reside in Washington State (office in Seattle, WA) or Louisiana (office in New Orleans, LA). Flexible schedule and generous paid time off. No healthcare, retirement, or insurance benefits are available for this position.

EQUITY IN HIRING | We strive to create an equitable and just workplace. One that reflects the communities we serve and where everyone feels safe and supported to bring their full, authentic selves to their work. Equal employment opportunity and having a diverse team are fundamental principles of In The Works where employment and promotional opportunities are based upon individual capabilities and qualifications without discrimination to race, ethnicity, national origin, religion, gender identity or expression, pregnancy, family status, sexual orientation, age, marital status, citizenship, disability, veteran status, or any other protected characteristic(s) as established under law.

We encourage candidates from diverse backgrounds including Black, Indigenous, and People of Color (BIPOC), QT/BIPOC, non-binary and Two-Spirit people, LGBTQIA+ folks, and those with disabilities to apply and join us in our work.

Flexible schedule and generous paid time off. No healthcare, retirement, or insurance benefits are available for this position.

English written and verbal communication proficiency