[Remote] Administrative Associate

Note: The job is a remote job and is open to candidates in USA. Just Zero is a nonprofit organization focused on replacing toxic waste systems with sustainable solutions. They are seeking an Administrative Associate to support internal operations, including finance, human resources, and development, while ensuring that administrative tasks are completed accurately and on time.

Responsibilities

• Maintaining and updating data across CRM and financial systems, supporting data imports/exports, preparing reports, and ensuring accuracy and consistency of organizational records
• Collecting and organizing receipts, following up on missing documentation, assisting with data entry, and preparing and compiling materials for financial reviews and audits
• Maintaining donor records, processing gifts, preparing acknowledgment letters, organizing donation and grant documentation, supporting development-related events, and following up with donors as needed
• Preparing materials for the Executive Director, coordinating meetings, organizing information, tracking expenses, and following up on outstanding items
• Maintaining employee records, tracking key dates, and supporting onboarding and offboarding logistics
• Monitoring shared inboxes, routing or responding to inquiries, and maintaining accurate contact lists, calendars, and internal reference documents
• Managing calendars, coordinating meetings, arranging travel, and supporting logistics for staff meetings, events, and organizational gatherings
• Coordinating Board meetings, preparing and distributing materials, recording and circulating minutes, and tracking follow-ups and required inputs
• Organizing and maintaining shared files and document systems (e.g., SharePoint), including file naming, version control, and document storage

Skills

• Background in an administrative, operations, or support role, ideally within a nonprofit or mission-driven organization
• Ability to manage multiple tasks and deadlines, stay organized, and follow through consistently and persistently on outstanding items and missing information
• Strong organizational skills and attention to detail, particularly when working with data, records, or documentation
• Comfort working across multiple systems (e.g., CRM, spreadsheets, document management tools) and maintaining accurate, up-to-date information
• Experience supporting day-to-day administrative functions such as scheduling, document management, or coordination across teams
• Comfort coordinating logistics such as meetings, travel, or events
• Familiarity with financial or operational administrative tasks, such as tracking expenses or organizing documentation
• Strong written and verbal communication skills, including the ability to draft, proofread, and format documents
• Ability to work independently and collaboratively in a remote environment, with a responsive and dependable approach to team support
• Discretion and care in handling sensitive or confidential information
• Proficiency in Microsoft Office and Office 365 tools (Excel, Word, Outlook, Teams, SharePoint), or the ability to quickly learn new systems
• Experience supporting fundraising or development activities, such as donor data management, gift processing, acknowledgment letters, or event coordination, is a plus

Benefits

• Health, dental, vision, disability, and life insurance
• Employer-matching retirement plan
• Four weeks of paid vacation annually
• Generous sick and personal time
• Flexible and alternative work schedules
• Travel and lodging expenses for work-related events are covered by the organization.

Company Overview