JOB ANNOUNCEMENT: Office and Administrative Assistant
iACT is seeking a dynamic, energetic, and detailed oriented person who is based near Hermosa Beach, California to be responsible for completing essential administrative tasks and projects that keep our organization, office, programs, travel, and events organized and running efficiently!
iACT welcomes diversity and does not discriminate on any basis, including race, ethnicity, age, gender identity, nationality, or sexual orientation. We encourage Black, Indigenous, People of Color, and community members with a lived movement or displacement experience to apply. We seek to build a culture that allows everyone to fully bring themselves to the organization. We value vulnerability, honest exchanges, and respect each other for who we are.
*Candidates must be able to legally work in the country where this position is located without visa sponsorship.
Location and hours: This is a part-time role beginning at 15 hours per week. The position is based in Hermosa Beach, California. Candidates must be local and are expected to work in iACT’s office located on Pier Ave in Hermosa Beach, California.
Based in Los Angeles, iACT is an international organization demonstrating a new model of humanitarian action with a mission to inspire a more mindful humanitarian system. Our vision is a world where the dignity, humanity, and agency of conflict-affected people are recognized, affirmed, and supported. iACT works with people affected by conflict in using their agency and voice to co-create, facilitate, and expand early childhood education and soccer programs that meet the immediate and long-term needs of their community. Our US-based team is lean, currently consisting of 4 full-time individuals. Globally, we employ more than 250 people in Chad, Armenia, Central African Republic, Cameroon, and Mexico.
Compassionate Humanitarian Response as a practice of taking action grounded in love.
Relationships First as a practice of centering the people with whom we work in an atmosphere of mutuality and collaboration.
Principled Use of Power as a practice of recognizing existing power imbalances and making intentional shifts to create balance.
Radical Hope as a practice of always orienting toward hope to fuel, sustain, and resource us to continue the work.
Office and Administrative Assistant
iACT is seeking an office and administrative assistant to support the US staff. Responsibilities include but are not limited to supporting iACT in its office management, calendar management, travel and accommodation support, local errands, inventory management, filing, archiving, data entry, and light donor engagement. This role will engage with all staff members, volunteers, and board members. The position begins at 15 hours per week with the option to increase hours. This position will be required to be available some weekends of the year for iACT staff retreats and local events.
Experience & Attributes
Minimum of 2 years of experience in a position of similar complexity and responsibility, preferably in a non-profit setting related to executive/administrative assistant work.
Demonstrated ability to work in a supportive role while also taking initiative.
Demonstrated ability to manage details, solve problems, and follow through on assignments with minimal direct supervision.
Must have a strong personal work ethic, be organized, and detail oriented.
Roles and Responsibilities
Spearhead the management of iACT’s office and storage unit by maintaining a clean, organized, stocked, and friendly environment.
Track and fulfill iACT Shopify store orders, coordinate donor gifts, and the production and mailing of spring and year-end appeal letters.
Manage outreach for and inventory of project, campaign, office and event items, equipment, and gear.
Responsible for checking iACT’s mailbox twice a week and responding to the content accordingly. This includes managing and keeping track of invoices to/from vendors or contractors, depositing mailed donations, and work with the program associate to track donations.
Identifies the need for and creates filing systems and monitors efficiency.
Handles travel and expense reimbursements for staff members and volunteers.
Performs other duties as necessary.
Facilitate and oversee international trip details such as visas, travel, accommodations, trip packing and preparing training packets for iACT team members and training participants.
Schedule, coordinate, and manage international and domestic travel for iACT staff and occasionally volunteers and board members. This includes but is not limited to booking flights, making hotel reservations, and organizing car rentals.
Manage inventory, tracking, and replenishment of program materials as needed. This includes program materials needed for trips.
Assist in organizing the planning and logistics of events including iACT’s annual retreat, annual fundraising event; ImpACT, and occasional gatherings in the South Bay.
Competitive for an international NGO and Los Angeles-based nonprofit, starting hourly wage of $20/hr.
Part-time position benefits:
5 paid sick days per year
10 paid vacation days per year
Flexible daily working hours
Wellbeing is prioritized and central to iACT culture. Our team is adaptable and supportive when team members need extra support or time away.
This position will receive the tools needed to do their job including but not limited to a laptop computer and car mileage reimbursement.
Please send your resume, cover letter, and contact information to Julia Schacht at Julia@iact.ngo. Please put in the subject line: Office and Administrative Assistant.
If you have initial questions, please feel free to reach out to Julia Schacht.
We are accepting applications through July 15, 2023, with the aim of filing this position as soon as possible.
Thank you for your interest and we look forward to learning about you!