Network Assistant

Kizuna Network-posted 2 months ago
$45,000 - $57,000/Yr
Full-time
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The Network Assistant will play a vital administrative and coordination role in supporting the Co-Directors and the overall development and functioning of a national network of women-led resettled community organizations. The Assistant will help operationalize a network focused on capacity enhancement and exchanges of these organizations across the U.S. This position is ideal for someone highly organized, takes initiative, detail-oriented, and passionate about these types of organizations and the work they do. Panorama Global is the fiscal agent (Fiscal Agent) of this Network, the Assistant will be an employee of the Fiscal Agent.

  • Provide direct administrative support to the Co-Directors, including calendar management, meeting preparation, task tracking, deadlines, and deliverables.
  • Assist with the coordination and documentation of internal leadership meetings, steering committee meetings, and stakeholder meetings.
  • Manage and coordinate the scheduling of recurring and ad-hoc meetings, trainings, peer-learning exchanges, webinars, and national convenings for the Network.
  • Ensure participation and access for all attendees by coordinating time zones and circulating meeting materials in advance as required.
  • Send calendar invites, Zoom links, prepare agendas, manage RSVPs, and provide tech support during virtual meetings.
  • Liaise with trainers, technical consultants, and facilitators to support logistics and ensure timely delivery of session content.
  • Coordinate vendor relationships related to interpretation, tech platforms, training materials, event logistics, and other associated vendors.
  • Support logistics for in-person Co-Director meetings, and any other in-person network meetings, including travel arrangements, accommodations, venue booking, catering, and event supplies.
  • Maintain clear checklists and timelines to ensure smooth execution of all events and trainings.
  • Create and maintain an organized digital filing system for all network documentation, including contracts, meeting notes, planning documents, and project deliverables.
  • Maintain centralized information hub for easy access by all member organizations and stakeholders in accordance with security recommendations by security management company.
  • Draft, edit, and distribute written communications to member organizations and stakeholders, including meeting summaries, training announcements, reminders, and monthly updates.
  • Support the implementation of internal communication strategies, and assist in preparing the creation of email templates, internal newsletters, presentations (Canva), and briefing documents for internal and external audiences.
  • Draft, format, edit, and send professional correspondence on behalf of the Co-Directors to internal and external stakeholders, donors, and network members as needed.
  • Support the Co-Directors in coordinating with the fiscal sponsor to ensure administrative and financial compliance; maintain compliance checklists and timelines in collaboration with the fiscal sponsor’s administrative staff.
  • Assist in preparing and tracking required documentation, such as contracts, invoices, and notifications as required by fiscal sponsor.
  • Provide admin support for hiring and contracting processes including consultant contracts, HR documentation, onboarding documents, contract tracking, deliverables, and timelines.
  • Minimum 5 years of relevant administrative, project coordination, or program support experience.
  • Self-starter with exceptional organizational and time management skills; able to manage multiple priorities and deadlines simultaneously.
  • Strong written communication skills, with the ability to draft clear and professional emails, memos, and documents.
  • Demonstrated attention to detail and a commitment to follow-through, and takes initiative to recommend solutions to increase efficiency and efficacy.
  • Experience with scheduling/managing remote meetings and events across multiple time zones.
  • Proficiency in digital tools including Zoom, Google Workspace (Docs, Sheets, Drive, Calendar), Microsoft Office Suite (especially Outlook, Word, Excel).
  • Proficiency with Canva and PowerPoint for creating visual materials and presentations.
  • Ability to work independently and collaboratively in a fast-paced, remote work environment.
  • Sensitivity to, and understanding of, needs and support of various sized organizations, including grassroots and multilingual ones, with ability to adapt language and communications to partners whose first language is not English.
  • Lived experience as a member of resettled communities in the US.
  • Experience working with community-based, women-led, or resettled-led organizations.
  • Working knowledge of additional languages other than English.
  • Familiarity with organizing large convenings, events, or trainings (for nonprofits a plus).
  • Employer-paid medical, dental, and vision insurance.
  • 401(k) account with an employer contribution.
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