Administrative Associate Full Time NEW

Job Title: Administrative Associate

Location: Remote/United States

Employee Type: Full-Time Regular

Application Review: Applications will be reviewed on a rolling basis through May 11, 2026

Overview
Just Zero is seeking an Administrative Associate to support the organization’s internal operations as we work with communities and policymakers to replace toxic, climate-damaging waste systems with modern Zero Waste solutions.

As a growing nonprofit, Just Zero relies on strong systems, accurate information, and consistent administrative support to keep day-to-day operations running smoothly. The Administrative Associate provides essential support across finance, human resources, development, and internal coordination, ensuring that administrative tasks and processes are completed accurately and on time.

This role focuses on executing defined tasks, maintaining organized systems and records, and supporting coordination across the team. The Administrative Associate works closely with the Operations Director and other staff to support ongoing operational needs.

This role requires strong attention to detail, organization, and the ability to manage multiple tasks and deadlines in a remote work environment.

What You Will Be Doing
This role supports the organization by preparing, organizing, and following up across key operational functions, including:

Data and Systems Management: maintaining and updating data across CRM and financial systems, supporting data imports/exports, preparing reports, and ensuring accuracy and consistency of organizational records
Financial Administration Support: collecting and organizing receipts, following up on missing documentation, assisting with data entry, and preparing and compiling materials for financial reviews and audits
Development Support: maintaining donor records, processing gifts, preparing acknowledgment letters, organizing donation and grant documentation, supporting development-related events, and following up with donors as needed
Executive Support: preparing materials for the Executive Director, coordinating meetings, organizing information, tracking expenses, and following up on outstanding items
HR and Employee Administration: maintaining employee records, tracking key dates, and supporting onboarding and offboarding logistics
Inbox and Information Management: monitoring shared inboxes, routing or responding to inquiries, and maintaining accurate contact lists, calendars, and internal reference documents
Scheduling and Logistics Coordination: managing calendars, coordinating meetings, arranging travel, and supporting logistics for staff meetings, events, and organizational gatherings
Board Support: coordinating Board meetings, preparing and distributing materials, recording and circulating minutes, and tracking follow-ups and required inputs
Document and File Management: organizing and maintaining shared files and document systems (e.g., SharePoint), including file naming, version control, and document storage
Experience We Are Looking For
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
Justice, Equity, Diversity, and Inclusion Commitment
Just Zero views Justice, Equity, Diversity, and Inclusion not as a separate component of our work, but as the overarching blueprint through which we move toward a more just and sustainable society. That’s why Just Zero is committed to incorporating these values into all aspects of our work – including organizational decisions, program priorities, team conversations, hiring, internal and external communications, and organizational growth.

Just Zero is a compassionate, welcoming, supportive, and equitable institution with zero tolerance for harassment, insensitivity, racism, sexism, ableism, ageism, homophobia, transphobia, xenophobia, or any other form of discrimination or bigotry. We strive to create a work environment where every team member feels safe to be their full, authentic self and we look for candidates equally committed to these values. We strongly encourage applications from historically excluded communities.

To sustain fairness and equity throughout the hiring process, please note that, with the exception of providing reasonable accommodation as discussed below, Just Zero staff are unable to reply to position inquiries, including through email and social media. Instead, please contact (401) 249-6906 with any questions you have about the position or the hiring process.

Salary and Benefits
The annual salary for this position is $59,000. Just Zero offers a comprehensive benefits plan, including health, dental, vision, disability, and life insurance, as well as an employer-matching retirement plan. All staff receive four weeks of paid vacation annually, along with generous sick and personal time. We support flexible and alternative work schedules.

All Just Zero staff work remotely. Several times a year, staff members attend in-person meetings and events, typically in the Northeast. Travel and lodging expenses for work-related events are covered by the organization.

Reasonable Accommodations
Just Zero is committed to the full inclusion of all qualified individuals. In keeping with this commitment, Just Zero will provide reasonable accommodations to qualified applicants and employees, including individuals with disabilities and those with access needs, in accordance with applicable law.

If you require an accommodation to fully participate in the job application or interview process, to perform the essential functions of the position, or to receive other benefits and privileges of employment, please contact Heather Greenwood (401) 249-6906.

About Just Zero
Founded in 2022, Just Zero grew from a strong desire to design and implement sensible waste policies that provide protections for all communities across the nation. Our country’s waste management practices are outdated and unsustainable – not to mention toxic. At Just Zero, we believe people and the planet deserve better, and we are using every tool available to us to fight for what is right.

Together, our team brings deep experience in advancing transformative change. As we grow, we will continue to harness staff members’ unique skills to carry out our mission.