Administrative Assistant

Safer States is seeking an Administrative Assistant to support daily operations related to office management, including information technology (IT), light bookkeeping and grant management, and staff support. The Administrative Assistant will work with Safer States, Toxic-Free Future, and state-based allies. The ability to solve problems, self-supervise, and take direction is key. The position is currently approximately 16 hours per week (M-Th, 9am - 2pm PT), with the potential to increase in hours, responsibilities, and scope over time. The starting salary for this position is $24-26/hour depending on experience.

About Safer States:

Safer States is a national alliance of environmental health organizations and coalitions working to safeguard people and the planet from toxic chemicals, and to ensure the availability of safer solutions for a healthier world. Led by state-based organizations, the alliance seeks government and corporate action to transition away from harmful chemicals, to support safer chemicals and materials, and to protect communities from chemical pollution associated with consumer products. Our alliance has supported the adoption of hundreds of policies that reduce the use of and exposure to toxic chemicals and plastics.

Safer States, a fiscally sponsored program of Toxic-Free Future (TFF), is governed by a Steering Committee of representatives from seven states (currently Connecticut, Massachusetts, Maine, Michigan, Minnesota, New York, and Washington).

Responsibilities of the Administrative Assistant:

Administrative Support & Coordination (70%)

• Manage scheduling and calendar coordination for the National Director and staff.
• Plan and oversee logistics for 2–3 in-person meetings annually, with attendee sizes ranging up to 40 people.
• Attend Safer States strategy calls to take and share notes as needed.
• Manage Safer States’ project management tools and provide technical support to allies.
• Manage grant calendar and support grant proposals and report submissions.
• Monitor and manage general email accounts
• Manage systems, inventory, equipment, and supplies for the Safer States office.
• Liaison with the building manager and neighboring tenant as necessary.

(Note: Safer States currently has an office in Portland, OR but we are strongly considering going fully remote. Responsibilities related to office management may evolve in the near future.)

Information Technology (IT) and Network Management (10%)

• Serve as a point of contact between staff and IT consultants. Submit and follow up on support tickets.
• Troubleshoot IT issues such as the internet, printer, computers, phones, software, and other issues that may arise that don’t warrant outside support.
• Purchase and set up new computers, software, subscriptions, licenses, etc.

Bookkeeping (20%)

• Maintain Safer States vendor list, collect and process vendor invoices for payment.
• Prepare and track financial documents such as contracts, invoices, reimbursement forms, and Memorandums of Understanding (MOU).
• Conduct regular communication and check-ins with the TFF Finance Director.

Qualifications

• Resourcefulness in setting priorities, managing time, and proposing new systems.
• Highly attentive to detail, focused on accuracy, and self-directed.
• Strong writing skills.
• Demonstrated comfort with technology, learning new software, and basic IT troubleshooting.
• Proficiency with Microsoft Office software, Google Workspace, Zoom, Dropbox, or similar cloud-based systems.
• Experience planning small to mid-size in-person events is preferred.
• Experience working in a nonprofit setting is preferred.

Location: Portland, Oregon, or Remote (with a strong preference for candidates based in Pacific Time).

Equal Opportunity Employment, Equity, and Inclusion:

TFF is committed to providing an inclusive environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, political affiliation, amnesty, or status as a covered veteran, in accordance with all applicable federal, state, and local laws. We believe that diversity and inclusion are critical to our success as an organization working to protect the health of all people from harmful chemicals. TFF seeks to recruit, develop, and retain the most talented people from a diverse candidate pool and foster an inclusive environment. This policy applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, leave of absence, compensation, and training.