POSITION TITLE: Administrative Assistant
LOCATION: Pioneer Square, Seattle, WA - hybrid position
SCHEDULE: 24 hours per week, Flexible Days/Times (TBD) within M-TH, 8 am - 5 pm PT
REPORTS TO: Executive Director

POSITION SUMMARY: Basel Action Network (BAN) is a small, mission-driven environmental nonprofit seeking a highly organized, detail-oriented Administrative Assistant to support our Seattle-based team. This role is central to the smooth day-to-day functioning of the organization and provides administrative, operational, and bookkeeping support across programs.

JOB SUMMARY: We are seeking a candidate who is excited to join a dedicated and collaborative team and play a key role in supporting the success of the e-Stewards program, while also providing essential administrative and financial support across Basel Action Network (BAN). This position is central to both program operations and the organization's internal administration, including bookkeeping, invoicing, and office management.

The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage multiple priorities, maintain critical program and financial records, and serve as a reliable administrative hub for the organization. This role offers opportunities for growth and the ability to take on additional responsibilities aligned with the candidate's skills and interests.

KEY ACCOUNTABILITIES:

Administrative & Office Operations
- Oversee day-to-day administrative operations for a primarily remote organization and manage assigned administrative projects
- Perform ongoing administrative tasks including file maintenance, correspondence, document management, and general problem-solving
- Monitor, collect, and process organizational mail, including traveling to the Pioneer Square office twice a month to retrieve and manage mail for the organization
- Route voicemails to appropriate staff or reply to them with basic program information
- Maintain and organize official records, documents, and internal/external communications
- Maintain organizational calendars and email

Bookkeeping & Financial Administration
The Administrative Assistant will serve as the organization's internal bookkeeper, working in conjunction with external accountants and Directors.
- Accounts Payable: record transactions in QuickBooks, prepare payments online
- Accounts Receivable: record transactions in QuickBooks, prepare monthly invoicing
- Collect timesheets
- Prepare and record deposits; ensure timely deposits
- Maintain A/R spreadsheets and coordinate updates with business units
- Perform internal A/R reconciliations, tracking, reporting, and collections
- Enter donations into supporter databases
- Process and file documents and forms using established workflows

Executive & Program Support
- Provide administrative and executive support to the Founder
- Provide administrative support to the e-Stewards Program, including creating invoices and processing intake forms
- Prepare reports, materials, agendas, minutes, and action items for staff and Program meetings
- Coordinate meeting logistics (primarily virtual) and maintain meeting records
- Provide regular administrative updates to E.D. to support program tracking and performance indicators

Occasional Events, Trainings & Communications Support
- Coordinate logistics for conferences, workshops, meetings, and events (local, national, and international)
- Organize logistics and registration for trainings and webinars
- Coordinate and assist with production of printed materials, mailings, and key communications
- Assist with monitoring use of the e-Stewards logo to ensure brand and trademark protection

Additional
- Perform additional duties as needed to support organizational operations

BASIC QUALIFICATIONS
- Proficiency with Windows-based software including Microsoft Word, Excel, and PowerPoint
- Familiarity with Salesforce or similar CRM systems and WordPress
- Proficiency with QuickBooks
- Experience planning events and coordinating logistics is a plus
- Strong interpersonal skills with a positive, professional, and friendly demeanor
- Proven organizational skills with the ability to prioritize and manage multiple tasks
- Strong attention to detail
- 1-2 years of applicable experience in an office or administrative environment

COMPENSATION & BENEFITS
- $23.00 per hour to start
- Accrued vacation and sick time
- Paid holiday closure during Christmas week
- 9 statutory paid holidays plus 2 additional paid holidays

APPLICATION INSTRUCTIONS
Please email your resume and cover letter (Word or PDF format) to hr@ban.org. Please do not call.

Basel Action Network

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