Senior Administrative Associate

Post Date: March 19, 2025

A detail-oriented administrative whiz who will meticulously support Namati’s senior leadership in the fulfillment of our mission.

Namati is advancing social and environmental justice by building a movement of people who know, use, and shape the law. We work with partners to train and deploy paralegals across five countries to support their communities to remedy injustices related to citizenship, health, land and environment. Together with partners, allies, and network members around the world, we strive to translate the lessons from this grassroots experience into positive, large-scale changes to laws and systems.

About the Position

Namati is searching for a mission-driven assistant to provide administrative and logistical support to four leaders at Namati: Erin Kitchell, Abigail Moy, Sonia Park, and Lee Boyce. This is an exciting position at the heart of Namati’s global team, giving the Senior Administrative Associate (SAA) a unique vantage point into the dynamics of a unique global justice organization.

This role is well-suited for someone who wants to build an operations or administrative career in the world of international NGOs; someone who enjoys being the person backstage keeping the chaos organized and making sure the show runs without a hitch.

To succeed in this role, the SAA should be obsessively detail oriented and deft at juggling multiple responsibilities, with the tact and discretion to communicate graciously with both Namati staff and external stakeholders. Namati deeply values the contributions of colleagues in administrative and operations roles, and the SAA will find themself in an authentically supportive and collaborative organization where they can make their mark. This position will report to our Senior Manager, Executive Operations, Deyla Bradley.

Key responsibilities of this role will include:

• Calendaring, scheduling, and meeting preparation: the Senior Administrative Associate will handle calendaring and scheduling meetings for Erin, Abby, Sonia, and Lee. They will also help in the preparation for those meetings (e.g. sending bios of key attendees, etc.) as well as documenting follow ups.
• Travel arrangements, procurement, and expense reporting: Our work regularly takes us all over the globe. The SAA will research and book travel, ensure travel logistics are smooth and that travel agendas are set up beforehand, and that expense reports are correctly filed afterward.
• Draft communications: the SAA will support the drafting of internal and external emails, memos, reports, and other needed communications.
• Ad-hoc research and presentation support: Capacity pending, the SAA will help with small research projects, writeups, and informational presentations, including putting together slide decks and other presentation elements from time to time.

Here’s what you might have tackled last week –

• Prepared Sonia for a meeting with a funder. This included liaising with their Executive Director’s assistant to lock in the timing and agenda, working with Namati’s Director of Partnerships, Caitlin, to brief Sonia on the foundation’s areas of focus, and ensuring that all relevant Namati staff are invited to the meeting, later capturing important notes and next steps for Sonia after the meeting.
• Worked with Abby and Lee to secure travel visas for upcoming multi-country trips with numerous overlapping components. You would have mapped out complex itineraries and ensured that each had comprehensive logistical details for every step of their trip before they departed.
• Coordinated with Erin to untangle the week after an essential meeting needed to be rescheduled, sorting out the cascade of reschedulings impacting several Namati staff. Your familiarity with the organization, and the needs of each department, allowed you to find new meetup times with minimal stress or back-and-forth.
• Tracked down missing receipts from one of Lee’s previous trips to Sierra Leone and submitted the relevant expenditure forms to the finance team.
• Assisted Erin by reviewing and summarizing high-priority and time-sensitive emails during periods of extended or international travel. You flagged key action items, highlighted critical follow-ups, and ensured timely responses to urgent matters.

Must-Haves

• Fluency in English: You can communicate fluently, and are able to participate in professional meetings and write notes and reports, in English.
• Exceptionally organized and attentive to detail: You are detail-oriented by nature and take pleasure in letting no ball drop as you deftly juggle multiple tasks. As a matter of practice, you proactively check and double check your work to ensure it is free of errors. Because this role will support multiple leaders, you’ll need to keep all the details straight and bring more organized workflows to leaders who themselves may have very different styles and strong suits.
• You find true joy in supporting others: You genuinely enjoy, and have experience with, providing high-quality administrative and logistical support to senior leaders and/or executives. You take great satisfaction in supporting your colleagues and seeing them succeed, knowing how you helped pave their way to excellence and impact.
• Calm and effective under pressure: In previous jobs or internships, you have excelled at a high volume of complex logistical details, switching gears and thoughtfully prioritizing at high speeds while maintaining professional composure. You thrive in fast-paced environments.
• You feel a deep sense of ownership and responsibility: You are self-driven and epitomize reliability. You’ve always been recognized as the person whom others inherently trust to get the job done quickly and accurately. When something goes wrong your first thought is how you, personally, could have fixed or prevented the issue, and you adjust accordingly.
• Technologically savvy: This position will work remotely with Namati staff across the United States and globe. You’re comfortable working with technology as part of a remote role (Google Suite, Slack, Zoom, to name a few), and when given the opportunity to work with a new program or application it is not difficult for you to become fluent.

We always look for incoming staff to be:

• Collaborative and service-oriented: You greet everyone you encounter with a collaborative spirit, kindness, and empathy. You are known as a team-player who brings an “all hands on deck” mindset to all projects – you’re happy to contribute however you can to advance Namati’s mission.
• Growth oriented: You’re always seeking to better yourself and your work, and you will push yourself to the peak of performance to help fulfill our mission. In service of that growth, you welcome and delight in feedback from supervisors, peers, and anyone else.

Compensation & benefits

Namati's staff position bands range from 1 (entry level / assistant) to 9 (Managing Director). This position is at band 3. We base our compensation on the markets where our staff operate. The offer range for this position is 290,000 - 335,000 pesos (annual gross). Throughout the hiring process we will seek to understand your specific skills, experience, and abilities as they will fit into our team and our job levels. We will finalize pay and responsibilities based on the qualifications and experience of the person joining.

Namati utilizes an employer of record which acts as the legal employer in Mexico. In addition to the base salary stated in the job description, employees in Mexico also receive the following based on legal requirements in Mexico:

• Christmas bonus equivalent to one month salary
• Vacation premium in accordance with Mexican labor legislation
• Teleworking subsidy
• 12 days of sick leave per year; 3 days of bereavement leave per year
• 12 days of vacation in accordance with Mexican labor laws during the first year of service
• Employees also have the option to enroll in a supplemental health insurance plan provided through the employer of record. Namati pays the insurance premium.