Administrative Assistant

The mission of Indigenized Energy is to pursue tribal energy sovereignty through trusting partnerships and innovative programs that grow our collective capacity to unleash the power of renewable energy. With shared values, we work side by-side with tribes to help them pursue energy sovereignty based on their unique conditions, and develop their capabilities to plan, develop, and manage resilient and sustainable energy systems.

Indigenized Energy, fiscally sponsored by Mission Edge San Diego, is a pioneering non-profit organization dedicated to empowering tribal communities through sustainable and renewable energy initiatives. Our work, rooted in the principles of energy sovereignty and environmental stewardship, has been recognized and supported by prominent foundations such as the MacArthur Foundation, Energy Foundation, and Builders Initiative.

Job Summary
The Administrative Assistant plays a vital role in supporting Indigenized Energy's mission by providing essential administrative support to key leadership positions. This role enhances operational efficiency, facilitates effective communication, and contributes to the smooth execution of our initiatives to empower tribal communities through sustainable energy solutions.

Areas of Responsibilities
Executive Support (40%)

Manage complex calendars for Executive Director and the Director of Strategy
Arrange travel, prepare itineraries, and process expense reports
Draft and edit correspondence, presentations, and reports
Act as a liaison with board members, partners, and high-level contacts
Assist in organizing strategic planning sessions and follow-ups
Coordinate logistics for visitors, guest and meetings
Help prepare culturally sensitive communications and materials

Office Management and Communication (30%)

Maintain office supplies inventory and place orders as needed
Manage office equipment, liaising with IT support when necessary
Organize and maintain physical and digital filing systems
Coordinate internal team meetings and events
Answer and direct phone calls, responding to inquiries when appropriate
Manage general email inbox, routing messages to appropriate team members
Draft routine correspondence and internal communications
Assist in preparing and distributing newsletters and updates to stakeholders

Document Preparation and Management (15%)

Format and proofread various documents including reports, grants, and presentations
Maintain version control and organize shared drives for easy document retrieval
Assist in preparing board meeting materials and taking minutes
Help compile and organize information for annual reports and audits

Project Support (10%)

Assist in tracking project timelines and deliverables
Help coordinate logistics for workshops, webinars, and events
Support data entry and maintenance for project management tools
Assist in preparing project-related materials and reports as needed
Continuous Improvement and Personal Development (5%)
Stay updated on best practices in administrative support and office management
Participate in relevant training and professional development opportunities
Contribute ideas for improving administrative processes and workflowsEnhance knowledge about tribal cultures, energy sovereignty, and renewable energy

Knowledge, Skills and Abilities

Bachelor’s degree in Business Administration, Operations Management, Engineering, or a related field is desired but not required; MBA or advanced degree preferred
At least 10 years of experience with 5 years in a senior operational role, partnering with executive staff, resulting in the development and implementation of creative operational management strategies
Proven experience in an operational leadership role, preferably within a startup or non-profit organization
Excellent written and oral communication skills
Demonstrated leadership ability, team management, and interpersonal skills
Excellent analytical and abstract reasoning skills, plus excellent organization skills
Enthusiastic team player who understands the dynamic of working in a matrixed organization
Outgoing with ability to provide excellent customer service to staff and external partners
Excellent critical thinker and problem solver; able to make solid judgments and decisions
Exhibits Indigenized Energy’s core values

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Compensation & Benefits

The salary range for this position is $53,000-$63,000 per year and is negotiable based on qualifications and experience. We have a comprehensive and competitive benefits package for full time employees including health insurance and paid time off.

Physical Requirements and Work Environment

This position will require working remotely, in the field and from your home (or other suitable place). Reliable transportation and dependable internet service at your home (or place of working) is required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Except as provided by Title 25, U.S.C. § 450e(b), which allows for Indian preference in hiring, Indigenized Energy does not discriminate on the basis of race, color, creed, age, sex, national origin, disability, marital status, sexual orientation, religion, politics, membership or non-membership in an employee organization, marital status, citizenship or immigration status, veteran or military status, genetic information, ancestry or any other characteristic protected by law

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Administrative Assistant