
JOB ANNOUNCEMENT: Office and Administrative Assistant
iACT is seeking a dynamic, energetic, and detail-oriented person who is based near Hermosa Beach, CA to be responsible for completing essential administrative tasks and projects that keep our nonprofit, office, programs, travel, and events organized and running efficiently!Â
Based in Los Angeles, iACT is an international nonprofit organization with a mission to resource and partner with people affected by war and conflict, to amplify their voices and create opportunities for them to thrive. We do this by listening deeply to their needs, then together, we create safe and joyful programs that include preschools, soccer academies, employment opportunities, and training, all led by the affected communities themselves.
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.
Office and Administrative Assistant (PT)
iACT is seeking an Office and Administrative Assistant to support the US-based staff. Responsibilities include but are not limited to: supporting iACT in its office management, calendar management, travel and accommodation support, locals errands, inventory management, filing, archiving, data entry, and light donor engagement. This role will engage with all staff members, volunteers, and board members.Â
Roles and Responsibilities
Administrative SupportÂ
Spearhead the management of iACT’s office and storage unit by maintaining a clean, organized, efficient space. This includes but is not limited to receiving and inventorying program materials, donated items, and iACT gear items.
Responsible for iACT’s online store: track and update inventory as needed and fulfill all store orders.
Support in coordinating 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 once 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 working with the Partnerships Manager to track donations. Â
Identifies the need for and creates filing systems and monitors efficiency.
Performs other duties as necessary.
Work to support increased South Bay Community EngagementÂ
Support the management of iACT’s translation projects including documents, audio files, and videos.
Requires some physical tasks such as moving program material, lifting heavy boxes, as well as driving errands.Â
Program Support
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.Â
Manage inventory, tracking, and replenishment of program materials as needed. This includes program materials needed for trips.Â
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.Â
Provide key support to all iACT team members, paid and volunteer, including short and long-term projects, partnerships, campaigns, and programs.
Experience & Attributes
Minimum of 2 years of experience in a position of similar complexity and responsibility, preferably in a nonprofit setting related to Executive/Administrative Assistant work.Â
Must be proficient in G Suite / Google Workspace (Google Drive, Google Docs, Google Sheets).
Demonstrated ability to work in a supportive role while also taking initiative.Â
Demonstrated ability to manage details, solve problems, and follow through on assignments with minimal direct supervision.Â
Must have a strong personal work ethics, is organized and detail oriented.Â
Location and hours:Â
This part-time role requires 15 - 20 hours per week and will be required to be available some weekends of the year for iACT staff retreats and local events. The position is based in Hermosa Beach, CA. Candidates must be local and are expected to work in iACT’s office located on Pier Ave in Hermosa Beach, CA.Â
Compensation:Â
Competitive for an international NGO and Los Angeles-based nonprofit, hourly wage of $20-22/hr.Â
Part-time position benefits:Â
5 paid sick days per yearÂ
10 paid vacation days per yearÂ
Paid holidays
Mileage reimbursement
Flexible daily and weekly working hoursÂ
Wellbeing is prioritized and central to iACT culture. Our team is adaptable and supportive when team members need extra support or time away.Â
To Apply:
Please submit your resume and cover letter to Julia Schacht (Julia@iact.ngo). Please include Office and Administrative Assistant in the subject line.