Administrative Assistant Job at The Permanent Legacy Foundation in Austin

Overview

The Permanent Legacy Foundation is hiring an Administrative Assistant to be the supportive backbone for our Executive Director, ensuring day-to-day operations flourish and enabling the team to succeed. You will facilitate collaboration across teams, manage executive tasks, and handle communications with external partners, members, and beneficiaries in a mission-driven technology nonprofit focused on social impact.

This position is fully remote and requires proactive administrative support to help the organization run smoothly by removing hurdles and enhancing communication. On a daily basis, you will draft correspondence, schedule meetings, organize and maintain files, and provide information to internal and external stakeholders.

You will know you’re doing a great job when inboxes are tidy, calendars are current, meetings are efficient, and the Executive Director can concentrate on strategic initiatives and product development rather than paperwork and task management.

Base pay range

$60,000.00/yr - $60,000.00/yr

Primary Job Duties

Day-to-day Operations

• Maintain team calendars and prepare agendas, materials, and logistics for meetings, quarterly planning, and retreats
• Take notes at team meetings, support follow-through in Asana, and gather information to keep KPI tracker current
• Keep company documentation and files organized, while documenting processes and improving efficiency across the team

Executive Support

• Extend the capacity of the Executive Director by managing their task list, calendar, and inbox, and drafting communications as needed
• Open, read, capture action items and gather supporting materials or research to review for incoming mail requiring replies; answer routine inquiries
• Fill out routine templated materials for board meetings and gather information to inform executive decision-making
• Prepare expense reports, deliverables for bookkeepers and accountants, and track grant request progress

Administrative Support

• Assist with timely completion of payroll, PTO approvals, policy updates, and other compliance tasks in the Justworks platform, our PEO provider
• Support hiring processes by managing postings and coordinating interviews or other tasks in the Workable platform
• Assist with scheduling and administrating the annual performance review process, annual in-person team retreats or other organization-wide projects
• Prepare, print, distribute, and mail materials, such as flyers or invitations for meetings, conferences or events
• Manage onboarding and off-boarding processes for staff on company platforms

Member Success

• Triage and track support requests through resolution
• Identify, confirm and escalate product issues reported by members
• Facilitate onboarding webinars and help new members access resources
• Aid staff in organizing, monitoring and addressing issues with member success platforms like Mailchimp, Circle, Zoho Desk, and others

Skills & Abilities

• Detail oriented. You notice the details most people miss and sweat the small stuff
• Easy to understand. Speaking and writing to convey information effectively comes easy to you
• Intentional and organized. You follow processes, manage multiple tasks at once and document your work
• Discreet and trustworthy. You handle sensitive information with care and respect
• Punctual and prepared. You manage your time effectively, leave time to get ready and bring receipts
• Helpful and Attentive. You seek out ways to help people and understand their challenges
• A problem solver. You enjoy collaboratively figuring out the best solution to complex problems
• A systems thinker. You enjoy making things more efficient and creating structure where it's needed
• A team player. You are confident in receiving feedback, giving gratitude and sharing the spotlight
• A learner. You are flexible, make sense of new information, and are willing to tackle new tasks
• A doer. You are self-motivated and enjoy checking boxes, achieving goals and making an impact

We’ll be impressed if you also bring

• Experience in nonprofit operations, executive assistance, or program administration
• Familiarity with operations software like Asana, Slack, Google Workspace, JIRA, GitHub, etc
• Experience supporting executive leadership (calendar/email management, board prep, grants)
• Familiarity with HR platforms (e.g., Justworks) and bookkeeping/accounting coordination
• Experience with technical writing or improving systems and processes (documentation, workflows, KPIs)
• Background in museums, libraries, archives, genealogy, or public history

Work Context

Fully remote day-to-day, work-from-home environment facilitated primarily via on-camera video calls, email, and Slack communications with staff and partners across a variety of timezones.

• Reliable high-speed internet and self-maintained, private and non-disruptive workspace required
• Occasional local or domestic travel for in-person team meetings or trade events will be required
• Casual attire for internal-facing interactions, business casual for external facing interactions
• Full time: a mix of 20 hours fixed availability and 20 hours flexible availability
• Nights and weekends are not generally required when not traveling
• Admin Assistant should expect a mix of structured, routine work and evolving, unstructured work

Salary

$60,000 based on pay equity research for US-based intermediate experience administrative assistants in the nonprofit and technology sectors.

Benefits

• Competitive salary with annual performance and cost-of-living increases
• Comprehensive health care (medical, dental, vision)
• Dependent care FSA
• 401K plan with matching contributions
• Generous Paid Time Off (vacation, sick, public holidays)
• Remote work and flexible schedule
• Wellness resources and funds to support your home office

Note: This description reflects the current role and is not a posting for multiple roles or locations.