Systems and Operations Assistant
About The Position
The Systems and Operations Assistant provide administrative and logistical support to help maintain the smooth functioning of Friends of the Earth's offices and operational systems. This entry-level role is ideal for a detail-oriented and initiative-taking individual who is comfortable working in an environment with changing priorities and is interested in learning about nonprofit operations, office administration, and facilities coordination. The Systems and Operations Assistant will work closely with the Chief Operating Officer (COO), Senior Operations Coordinator, and Compliance Manager to provide logistical support for daily office needs, vendor coordination, and administrative tasks. The hourly rate for this full-time hybrid position is $27.18-$29.23. This position is part of the Nonprofit Professional Employees Union (NPEU) at Friends of the Earth. Offers are determined based on the relevant skills and experience required for the position. The first three (3) months of employment are considered a probationary period.
Requirements
- 1–3 years of administrative or office support experience. Internships or volunteer experience welcome.
- Strong organizational skills with attention to detail.
- Ability to manage sensitive information with discretion and professionalism.
- Experience coordinating schedules and managing calendars.
- Clear written and verbal communication skills.
- Proficiency with Microsoft Office applications, including Word, Excel, Outlook, SharePoint
- Ability to manage multiple tasks and maintain follow-through in a fast-paced environment with shifting priorities.
- Ability to commute to the Washington, DC office a minimum of 2 days per week.
Nice To Haves
- Experience working in a nonprofit or mission-driven organization.
- Familiarity with office equipment and basic IT or technology support tasks.
- Interest in learning about operations, technology, compliance, and facilities management.
Responsibilities
- Manages office supply inventory and replenishment, supports mail and shipping functions, and helps ensure shared office spaces remain organized.
- Support building access and security procedures, including badge management.
- Liaise with building engineers and property management for basic maintenance needs.
- Reconcile monthly travel credit card statements and manage receipts and invoice filing for operational and compliance needs.
- Help maintain IT asset tracking systems and inventory records.
- Support updates to operational and compliance documentation in collaboration with the Senior Operations Coordinator and the Compliance Manager.
- Assist with internal communication of compliance reminders, policy updates and operational notices.
- Provide administrative support to the COO, including scheduling, meeting coordination, document preparation, and expense reporting.
- Assist with preparing and submitting nonprofit compliance reporting documents .
- Provide workflow and technical support for compliance and operations systems, including data entry, deadline tracking, system maintenance, and legal review coordination .
- Assist with basic troubleshooting of office equipment (e.g., printers, phones, conference room technology).
- Assist in IT infrastructure projects.
- Support device setup and distribution for new hires.
- Support new hire onboarding logistics, including workspace and device setup, supplies, and welcome materials.
- Maintain scheduling and coordination of in-office meeting requests for DC and Oakland offices.
- Respond to basic operational requests submitted through the Operations email line.
- Assist with coordinating travel bookings and logistics as needed.
Benefits
- 37.5-hour work week to support work-life balance
- 100% employer-paid medical, dental, and vision coverage (80% for eligible dependents)
- Disability and life insurance for added security
- Flexible Spending Account (FSA ) for healthcare and dependent care
- 401(k) retirement plan with company match
- Generous paid time off, including:
- 25 vacation days to start
- 15 paid holidays
- 20 sick days
- 3 floating holidays
- Summer Fridays (the last two Fridays in July and all Fridays in August)
- Winter break (office closed between Christmas and New Year’s)
- Parental leave, sabbatical options, and more
- Professional development and IT stipend
- Education reimbursement and Employee Assistance Program (EAP)
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
