We are looking for a highly detail-oriented Administrative Coordinator who loves making things run smoothly and takes real satisfaction in keeping operations tight and organized as we grow.
Location: Remote (with potential travel to in-person events)
Compensation: Starting at $22 per hour USD, based on experience
This is not a passive support role. You will own recurring workflows, manage internal systems, and keep the moving pieces aligned so nothing slips through the cracks. In addition to backend coordination, you will provide real-time chat moderation during live workshops and support logistics for, or attend, in-person events.
We’re a small team. Everyone carries real responsibility that makes an impact. You should be comfortable working independently, spotting what needs attention, and seeing projects through without constant direction.
Experience working in a startup, small business, remote team, or mission-driven organization is strongly preferred.
Within the first six months, you are confidently navigating our systems, independently managing recurring responsibilities, and proactively identifying ways to improve how we work. We are also looking for someone who provides reliable support during live programs and helps create a more organized, steady internal workflow that reduces operational friction for leadership and the team.
This position performs administrative and operational support functions within established systems and procedures. Strategic decisions, policy determinations, financial approvals, and program-level changes remain under leadership authority.
This position starts at 20 hours per week as a part-time W2 employee, with the potential to grow in hours and responsibility as the company expands.
Who You Are…
✓ Mission-aligned – You understand and respect the lived experiences of trans and gender-diverse people and are excited to support a community-centered, values-driven organization. Experience working in LGBTQIA+ affirming environments or demonstrated cultural competency is valued. Lived experience is welcomed but not required.
✓ Ownership mindset – You take pride in following things through. You close loops. You notice what others might miss and handle it without being chased.
✓ Highly detail-oriented – You notice inconsistencies others miss and don’t consider a task finished until it’s actually finished.
✓ Extremely organized and dependable – You keep projects moving, track deadlines, and close loops consistently.
✓ Self-directed – You can work independently, manage your time effectively, and ask thoughtful questions when needed.
✓ Strong written communicator – You write clear, professional, and kind messages.
✓ Systems thinker – When you see a repeated task, you start thinking about how to make it cleaner, simpler, or more efficient.
✓ Adaptable – You’re comfortable moving between focused backend work and live program support with ease.
Key Responsibilities
ADMINISTRATIVE OPERATIONS
✓ Own and execute recurring administrative operations, including scheduling, documentation, internal coordination and task tracking.
✓ Maintain and update internal systems, records, and SOPs to ensure info is accurate, organized and easily accessed.
✓ Monitor and manage shared inboxes, route requests appropriately, and ensure follow-ups happen on time.
✓ You’ll use Notion to track tasks, deadlines, and recurring responsibilities across the organization. Previous experience with Notion is a plus, but not required; comfort learning new digital systems is essential though!
✓ Maintain strict confidentiality regarding participant, client, and organizational information.
✓ Track key reporting deadlines, and proactively flag upcoming needs for leadership.
PROGRAM + LIVE SUPPORT:
✓ Provide live chat moderation and behind-the-scenes coordination during workshops and community events.
✓ Act as a calm, professional point of contact during live programming to help ensure sessions run smoothly.
✓ Coordinate logistics before and after live sessions, including links, reminders, attendance tracking, and follow-up materials.
EVENTS SUPPORT:
✓ Coordinate logistical details for conferences, tabling, and in-person events.
✓ Travel to select events is required, and advance notice will be provided. Travel expectations are estimated at approximately 1-4 events per year.
INTERNAL COMMUNICATION + COORDINATION
✓ Communicate clearly and professionally with internal team members to support smooth operations.
✓ Track dependencies across projects and proactively flag next steps to ensure progress continues without delays.
✓ Maintain a friendly, respectful, and affirming tone in all internal and external communications.
This role exercises independent judgment within established guidelines and escalates issues outside its scope appropriately.
OTHER DUTIES
This job description is intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all responsibilities, duties, or skills required. The employer reserves the right to assign or reassign duties and responsibilities at its discretion. The position may evolve to meet the organization’s changing needs and may be modified or expanded at any time to support the dynamic nature of our work.
This is a part-time, W2 role starting at 20 hours per week with room to grow. The position is fully remote, with occasional travel and availability for key deadlines, live sessions, and team check-ins.
Qualifications
✓ 3+ years of experience in an administrative, operations, or coordination role, ideally within a startup, small business, remote team, or mission-driven organization.
✓ Strong comfort working within digital systems and task management platforms (we currently use Notion and Google-based tools). Ability to quickly learn and navigate new tools independently is essential.
✓ Reliable internet connection and personal computer setup.
✓ Availability during some live sessions, which may occasionally extend into the evening (scheduled in advance).
✓ Bonus: Experience with live event support, chat moderation, customer support, or community-based organizations.
✓ Ability to communicateeffectively via video and written platforms.
✓ Reliable internet connection and own computer setup. This position includes periods of sitting and working at a computer.
Schedule + Hours
- This is a part-time, non-exempt role with a maximum of 20 hours per week.
- The ideal candidate will be available to work across 3–5 weekdays, with consistent overlap during core team hours. Regular availability between 9:00am and 2:00pm Pacific Time is preferred.
- Wednesday availability is required. Ideal overlap with the team is between 9:00am and 12:00pm Pacific Time.
- The weekly schedule will be agreed upon at hire and may be adjusted with advance notice as business needs evolve.
- Any hours beyond the agreed weekly schedule must be pre-approved and will be compensated in accordance with applicable wage and hour laws.
