Administrative Operations Assistant

Job Description

Job Title: Administrative Operations Assistant Full time, Non-Exempt

Supervisor
Senior Director of Operations

Supervision Responsibilities
This position has no supervision responsibilities but may assist with communications to interns, volunteers, or temporary staff as needed.

Pay Rate
Hiring Range $22 - $24 per hour, dependent on experience

Pay Grade
O5 [$22 - $27 per hour] 

Hours
- Approx. 40 hours per week, with ability for overtime
- 4 day work week, with average 10 hours per day

Anticipated Start Date
August 25th, 2026

Location
- Must be located in Southern California
- Primarily hybrid position, mostly remote work with required in person operational tasks and support with varying schedules. Typically once per week in the office. 
- Team Meetings and Wellness Gatherings held in Metro, East, and South Los Angeles.

Travel Requirements
- This position requires approximately 10% of travel within Los Angeles County.
- This position requires approximately 2% of travel in state and nationally.

So’oh-Shinálí Sister Project (SSSP) does not discriminate on the basis of race, ethnicity, national origin, religion, socioeconomic status, sex, sexual orientation, gender identity and expression, age, disability, marital status, or veteran status. We encourage applications from candidates of all backgrounds, identities, and experiences. American Indian/Alaska Native (AI/AN) and Indigenous community members, People/Women of Color, Lesbian, Gay, Bisexual, transgender, and Two Spirit people, and those with disabilities are encouraged to apply.

So’oh-Shinálí Sister Project believes in the power of a shared table. We are committed to building a culturally inclusive team as we center belonging, collective growth, and equity.

About
So’oh-Shinálí Sister Project (SSSP) is an Indigenous-women led nonprofit organization dedicated to serving the Native American and Indigenous community of Los Angeles County through intentional, intergenerational, and inclusive services. SSSP was created by three Native American women driven to create culturally-rooted, community-driven wellness and education opportunities.

SSSP promotes Indigenous education and wellness to empower Indigenous community members in the urban setting through core values, intergenerational relationship building, and inclusive community-based programming rooted in cultural practices.

SSSP is rooted in Indigenous core values, practices, and beliefs passed on to us by the matriarchs in our family, our grandmothers. Our 4 core values include relationships, respect, reciprocity, and responsibility.

Position Summary
Under the direction of management, the Administrative Operations Assistant is responsible for supporting organizational operations, including scheduling, reporting, and executing administrative tasks and functions. Strong attention to detail, an organized approach and effective communication skills are instrumental to this role. The Operations Assistant contributes to many essential administrative tasks and serves as liaison between organizational leadership, internal team members, and community partners.

Duties and responsibilities include but are not limited to the following:
Operational Administration & Information Management (30%)

• Help maintain IT equipment tracking systems and inventory records
• Support updates to operational guides, handbooks, manuals,  and compliance documentation in collaboration with management 
• Order meals, refreshments, and entertainment tickets for team trainings, meetings, and connection or wellness gatherings 
• Assist in managing digital storage, security, and organization of electronic records
• Under guidance from supervisor, assist in the facilitation of contract drafting and routing to team members and community contractors and vendors
• Occasionally provide administrative support for event preparation including: printing materials and signage, organizing registration lists, and assembling supplies.
• Support with development of organizational slides for community presentations
• Assist supervisor in implementing organizational policies, goals, objectives, and procedures
• Conduct research and gather information as needed for operations special projects

Reporting & Communications (25%)

• Monitor organization’s general administrative email account, reply to general inquiries, and communicate pertinent information with team members
• Assist with distributing and copyediting well-organized internal communication of meeting agendas and notes, compliance reminders, policy updates and operational memos
• Track and relay organization voicemail and text message communications as needed
• Provide timely communications on orders, deliveries, and equipment/service needs 
• Assist with scheduling team meetings and facilitation consultations with community partners 
• Send team meeting reminders and professional development correspondence as needed
• Communicate relevant project information, resolve issues in a timely manner, provide updates to team and Board members as needed
• Maintain relationships and partnerships with local Indigenous community and programs through organizational communications and messaging

Office Operations (25%)

• Manages office supply inventory and purchases, supports mail and shipping functions for the organization, and help ensure shared office spaces remain clean and organized
• Liaise with property management staff for basic maintenance needs for office space
• Assist with basic troubleshooting of office equipment (e.g., printers, phones, conference room technology)
• Support device setup and distribution for new hires 
• Maintain clear scheduling and coordination of in-office meeting requests for all operating locations
• Manage day-to-day needs of office locations and remote working configurations
• Assist with community partner reservation and access for use of SSSP office space
• Oversee organization of the operations’ team storage space and supplies 

Staff Support, Onboarding and Organizational Development (10%)

• Support new hire onboarding logistics, including workspace, equipment orders and device setup, supplies, and welcome basket materials
• Book team conference and meeting registration and travel accommodations and reconcile travel credit card purchases and manage receipts and invoice filing
• Assist with tracking professional development and trainings and purchases and expenses related to them
• Provide administrative support to management, including scheduling, meeting coordination, document preparation, and expense reporting
• Manage recognition cards and purchases for team milestones, celebrations and life events  

Organization Responsibilities (10%) 

• Ensure accurate digital storage of finished projects and reports
• Identify opportunities for improvement and make constructive suggestions for change
• Periodically assist with community programs and outreach gatherings, maintain strong relations with local partners
• Respond to all emails, phone calls, and other correspondences in a timely manner 
• Under the guidance of senior leadership, provide relevant project updates and resolutions to team and Board of Directors as needed
• Attend, contribute to, and occasionally lead and facilitate team meetings
• Attend and engage in required trainings, meetings and team gatherings; report to Board of Directors as needed
• Other duties as assigned by supervisor, department lead, or Executive Director 

Qualifications
Required

• Experience interacting with  individuals within the AI/AN and Indigenous community and/or other marginalized communities (Two Spirit, LGBTQIA+, varying abilities, BIPOC, etc).
• High school diploma or GED and two years of administrative experience 
• Familiarity with administrative tasks and skills such as scheduling,  reporting, answering phone calls, speaking to community members, digital communications, and gathering and organizing information 
• Exceptional organizational skills and attention to detail
• Ability to work on a small team, independently, in the office, or at home office/space
• Demonstrate effective interpersonal skills including verbal/written communication, active listening and critical thinking to effectively represent the organization
• Platform proficiency in: Google Workspace, MS Office Suite, Adobe Acrobat, task management systems i.e. Monday.com 
• Ability to use discretion and maintain confidentiality while working with sensitive documents
• Team work characteristics such as: positive attitude, flexibility to adapt or shift as needed and willingness to learn in community

Preferred 

• Awareness of Los Angeles County and familiarity of local community resources that support AI/AN and Indigenous community members. 
• AA degree and three years of direct administrative operations experience at a non-profit organization 
• Platform proficiency in: Expensify, JustWorks, Monday.com

Compensation & Benefits

• This is a full-time, non-exempt position of 40 hours per week
• The starting hourly hiring range is $22 - $24, commensurate with experience. 
• Position hourly range of $22 - $27 to account for growth within the organization. 
• We offer paid vacation and sick time
• Seventeen paid holidays (in 2026) including intentional organization wide time off for Summer and Winter Solstice
• Benefits package including: 
• Medical, dental, vision
• 90% of benefits paid by the organization for employees
• 42-80% of benefits paid by the organization for dependents
• Access to the following (with selection of most insurance plans):
• Kind Body - Gynecology, fertility, and family-building care
• Health Advocate - Experts that make healthcare easier to navigate
• TalkSpace - Online mental health therapy
• One Medical - On-demand primary care
• TelaDoc Health - Virtual health
• 100% of Life and Accidental Death & Dismemberment Insurance paid by the organization
• 401k plan - employee enrolled at the start of employment with 3% employer contribution and optional employee contributions
• Additional opt in benefits options include: 
• Healthcare Flexible Spending Account
• Dependent Care Flexible Spending Account
• Short Term Disability Insurance
• Supplemental Life Insurance
• Monthly phone and internet reimbursement of $50.
• Annual performance review with assessment for potential annual merit increase
• Annual cost of living adjustment (COLA) salary increases based on budget
• Opportunities for professional development and growth. Approx. $1,000/year for individual opportunities based on availability
• Staff work a hybrid schedule with more remote days
• Supportive team and work environment
• Flexible work schedule

Working conditions
Employees will generally work remotely. Employees may also work inside our community workspace setting. Employees will occasionally work outdoors, evenings, weekends, or shift work (ex. quarterly split shift working community programs as needed).

Physical requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. While performing the duties of this job, the employee is required to frequently stand, walk, sit, bend, twist, talk and hear. There are prolonged periods of sitting, keyboarding, reading, viewing a computer screen, as well as driving or riding in transport vehicles. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include reading, distanced viewing, computer, and color vision. Talking and hearing are essential to communicate with community members, collaborative partners, and staff.

Note
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.  

The organization is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.