Operations Assistant - (Fully Remote)

Operations Assistant - (Fully Remote)

• Start Date: January 1, 2025 (flexible)
• Status: Full-time; exempt
• Compensation: $65,000 - $71,000, commensurate with experience
• Benefits: Generous PTO package; 13 paid holidays annually; bonus policy; monthly health and wellness stipend; employer-matched retirement option.
• Location: Fully remote. Kelley NPC is headquartered in SE Portland, OR. Candidates based in the Pacific Northwest are preferred. We encourage candidates to apply who reside in a rural area of Oregon or Washington state.

This position has opportunities for very fast-paced growth with the right candidate. Bilingual candidates are encouraged to apply.

About the Organization

Kelley Nonprofit Consulting (Kelley NPC) works with public and private grantmaking foundations, philanthropic organizations, public agencies, community nonprofits, municipal funding programs, sovereign Tribal entities, statewide and regional nonprofits, and more to help them dream and achieve their big, bold visions.

Since 2006, Kelley NPC has worked alongside clients to tackle tough obstacles, realize new opportunities, and together build stronger organizations. Taking a servant leadership style approach, Kelley NPC’s team of 20, based in diverse rural and urban communities throughout the state, is happiest working behind the scenes ensuring the spotlight is on the work of Kelley NPC’s clients and the communities they serve.

From helping nonprofits grow, diversify and manage earned and unearned revenue, to launching creative nonprofit partnerships to bring federal and state resources to Oregon’s rural communities; and from helping larger philanthropic clients implement new strategic funding opportunities, to providing much-needed capacity as smaller family foundations explore a new approach or field; Kelley NPC serves as an amplifier and translator of sorts – helping resource providers and resource seekers align their efforts for the greatest good.

A COBID-Certified Women’s Business Enterprise, Kelley NPC works with many culturally specific organizations and upholds values of equity and justice as a non-negotiable part of the organization and its work. The missions of Kelley NPC’s clients are also diverse and range from mental health to performing arts, and from workforce development to youth mentoring, and almost everything else: economic development, environmental stewardship, civil liberties, disaster response and recovery, community safety and more.

We have a team that is diverse in many ways: race, ethnicity, geographic location, sexual orientation and gender identity, mental health, disability and varied and vast lived experiences. Currently, about half of our team is located in rural areas and half in metro areas; we also have several bi- or multi-lingual team members. Where proximity makes it possible, Kelley NPC hosts at least quarterly in-person coworking and social events. We also host all-team virtual events and meetings at least monthly. This is in addition to our regular, ongoing coordination and collaboration for client work. At this time, Kelley NPC does not have the capacity to sponsor visas or hire outside of the United States.

Position Summary

Our work team continues to grow! Kelley NPC seeks a full-time Operations Assistant to join its growing company. We are a hard-working team with a fun but fast-paced and often heavy - but extremely rewarding - workload. A significant portion of this position will include working directly with Kelley NPC’s leadership, providing administrative and project support as needed. The successful candidate will bring excellent and dynamic writing skills, a high level of technical skill with various office technologies, and an ability to manage multiple complex projects and deadlines concurrently. Experience with C-Suite calendar management, drafting emails and documents, directing office “traffic,” and file and project management is strongly preferred. Strong attention to detail, the ability to problem solve and to multitask in a fast-paced environment and an intuition for prioritizing effectively when triaging projects are also necessary to meet the responsibilities of the position.

At Kelley NPC, an Operations Assistant is responsible for working in lockstep with leadership in daily calendaring and email response and strategy, managing shared company inboxes, elevating priority messages to leadership or colleagues, tracking deadlines, and Zoom and Teams meeting creation, management, and troubleshooting, among other industry-standard remote office responsibilities. This position project manages communications and logistics of our hiring and onboarding processes and maintains internal documents for onboarding new hires, manages a calendar of Employee Review dates, upkeeps Employee Files, and conducts reference checks. The Operations Assistant will also manage benefits administration (Retirement and a Wellness Stipend) with internal support and support from the relevant external institutions.

A successful candidate will have strong writing and research skills and should be able to switch gears as needed to manage shifting responsibilities as client and organizational needs arise.

While this position will report to Kelley NPC’s Owner and COO, the Operations Assistant will be expected to work independently and remotely a majority of the time while maintaining availability and responsiveness during regular business hours (9am to 5pm).

For a go-getter, scrappy and proactive person dedicated to high-quality work, this position offers an opportunity for swift and intensive professional growth and the ideal candidate will eventually oversee managing administrative duties for the company, including project management oversight.

We take care of our clients, we take care of our team, and together we set the standard for consultant work.

Position Duties

• Support the Kelley NPC team by performing a variety of administrative tasks.
• Keep leadership advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Schedule meetings and maintain the calendar on behalf of Kelley NPC leadership.
• Support with a variety of administrative tasks related to client work such as project planning, document development, task and deliverable tracking, survey creation and tracking, incentive disbursement, and more.
• Support management and coordination of subcontractors.
• Help prepare for and attend meetings between the Kelley NPC Team and clients as notetaker and/or technical support (such as managing Zoom functions).
• Create and maintain complex project trackers, spreadsheets, and more utilizing Google Sheets and Excel.
• Provide high-level project management support for our client work.
• Maintain excellent communication with Kelley NPC leadership and team members throughout the work day.
• Note Taking at funding and grant information sessions and webinars.
• Perform research on a variety of topics as needed.
• Maintain confidential and sensitive information.
• Human Resource related administration including but not limited to new hire onboarding assistance, benefits administration and enrollment tracking, job posting and candidate communications, and maintaining up to date employee files.
• Data entry and recordkeeping tasks (this will vary depending on the project and the client).
• Attend professional development opportunities and training as necessary.
• Assist with staff meetings and events as needed.
• Organize and update Kelley NPC’s client and funder files.
• Attend in-person meetings with clients and partners as a representative of Kelley NPC at least quarterly. A variety of other duties as assigned.

Qualifications

Required Qualifications

• A passion for supporting a diversity of nonprofit missions.
• Highly organized and able to multitask and work well with fast-paced directions and instructions.
• Ability to identify and use resources creatively and proactively.
• Ability to organize and prioritize multiple complex projects.
• Superb written and verbal communication skills (writing samples will be requested as part of the interview process).
• Excellent people skills – warmth, empathy and a desire to genuinely help our under-resourced nonprofits.
• Ability to use time efficiently and purposefully.
• Advanced computer and technological skills - tech literate in a variety of platforms including MS Office Suite (Word, Excel, PowerPoint), Adobe; email applications, Google Suite, web conferencing systems such as Zoom.
• Ability to work a flexible schedule that will include some evenings and weekends during the occasional heavy deadline time period.
• Ability to travel and attend meetings in and around Oregon (statewide) and SW Washington as needed.

Preferred Qualifications

• Resident of a rural Oregon community.
• Bilingual.
• Experience as an assistant to a senior administrator or equivalent position.
• Experience with Podio project management tool and/or other collaborative software.
• Experience working with invoicing, and/or TSheets.
• Experience working with culturally-specific organizations.
• Experience with project management and collaboration software.
• Familiarity with many of Oregon’s philanthropic organizations.

The ideal candidate will have:

• A willingness to learn.
• A genuine kindness.
• A deep understanding of intersectionality and historical and current inequities.
• A humble understanding that our work is behind the scenes to elevate nonprofits and resource providers; the spotlight is on them, not us.
• An appreciation for nuance.
• The ability to remain accountable, honest, and transparent.
• A respect for the hard work of nonprofits.
• A dedication to maintaining Kelley NPC’s high standards.

We encourage bilingual and/or persons residing in rural areas to apply!

Commitment to Diversity

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, Kelley NPC recognizes that a team of diverse staff and contractors is an integral and welcome part of a successful and ethical business. We hire employees and work with contractors regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation, or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, contractors, peer agencies, resource providers and partners.

Thank you for your interest!

To apply:

Please complete the application at the link below. Please also submit:

• A resume or equivalent that details work, volunteer, and community work history (saved as a PDF).
• A cover letter (saved as a PDF).
• (optional) Work samples including writing samples, past grant applications, or anything else you would like to share.

Access the form through this link: https://podio.com/webforms/29978963/2496498

Applications will be reviewed on a rolling first come, first served basis. Qualified candidates are encouraged to apply without delay.

Only candidates who apply using the link above will be considered.