Job Description
Note: The job is a remote job and is open to candidates in USA. Just Zero is a nonprofit organization focused on replacing toxic waste systems with modern Zero Waste solutions. The Administrative Associate will support internal operations, including finance, human resources, and development, ensuring that administrative tasks are completed accurately and on time. Responsibilities Maintaining and updating data across CRM and financial systems, supporting data imports/exports, preparing reports, and ensuring accuracy and consistency of organizational records Collecting and organizing receipts, following up on missing documentation, assisting with data entry, and preparing and compiling materials for financial reviews and audits Maintaining donor records, processing gifts, preparing acknowledgment letters, organizing donation and grant documentation, supporting development-related events, and following up with donors as needed Preparing materials for the Executive Director, coordinating meetings, organizing information, tracking expenses, and following up on outstanding items Maintaining employee records, tracking key dates, and supporting onboarding and offboarding logistics Monitoring shared inboxes, routing or responding to inquiries, and maintaining accurate contact lists, calendars, and internal reference documents Managing calendars, coordinating meetings, arranging travel, and supporting logistics for staff meetings, events, and organizational gatherings Coordinating Board meetings, preparing and distributing materials, recording and circulating minutes, and tracking follow-ups and required inputs Organizing and maintaining shared files and document systems (e.g., SharePoint), including file naming, version control, and document storage Skills Background in an administrative, operations, or support role, ideally within a nonprofit or mission-driven organization Ability to manage multiple tasks and deadlines, stay organized, and follow through consistently and persistently on outstanding items and missing information Strong organizational skills and attention to detail, particularly when working with data, records, or documentation Comfort working across multiple systems (e.g., CRM, spreadsheets, document management tools) and maintaining accurate, up-to-date information Experience supporting day-to-day administrative functions such as scheduling, document management, or coordination across teams Comfort coordinating logistics such as meetings, travel, or events Familiarity with financial or operational administrative tasks, such as tracking expenses or organizing documentation Strong written and verbal communication skills, including the ability to draft, proofread, and format documents Ability to work independently and collaboratively in a remote environment, with a responsive and dependable approach to team support Discretion and care in handling sensitive or confidential information Proficiency in Microsoft Office and Office 365 tools (Excel, Word, Outlook, Teams, SharePoint), or the ability to quickly learn new systems Experience supporting fundraising or development activities, such as donor data management, gift processing, acknowledgment letters, or event coordination, is a plus Benefits Health Dental Vision Disability Life insurance Employer-matching retirement plan Four weeks of paid vacation annually Generous sick and personal time Flexible and alternative work schedules Company Overview Just Zero works alongside communities, policy makers, scientists, educators, organizers, and others to implement just and equitable solutions to climate-damaging and toxic production, consumption, and waste disposal practices. It was founded in 2022, and is headquartered in Virtual / Fully Remote, with a workforce of 2-10 employees. Its website is .