Opening: Part-Time Administrative Assistant (Hybrid)

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Nonprofit VOTE equips our nation’s nonprofits with nonpartisan tools and resources to help the communities they serve participate in voting and democracy. In doing so, we aim to close participation gaps among underrepresented populations in the political process. Additionally, Nonprofit VOTE manages the collaborative work of National Voter Registration Day, a single day of coordinated field, technology, and media strategies to raise awareness of voter registration opportunities and help hundreds of thousands of Americans register to vote.

Role Summary:

We are seeking a detail-oriented and organized Administrative Assistant to support our largely remote team with in-office operations, data management, and logistical coordination. This hybrid position requires approximately 16–20 hours per week, including 1–2 in-office days. Responsibilities include:

Administrative & Office Support

  • Process administrative and finance forms (e.g., via DocuSign)
  • Open, scan, and deposit physical checks; coordinate with finance support.
  • Support onboarding of new hires (email accounts, time tracking, benefits)
  • Manage staff benefits enrollment and coordinate with vendors.
  • Maintain supplies and tech inventory for remote staff.
  • Serve as the point of contact for vendors and office facilities.
  • Support small mailings and donor acknowledgments.

Data & Systems Management:

  • Assist the development team with donation tracking and CRM updates.
  • Manage Action Network and FileMaker data sync and tagging.
  • Upload and tag attendee lists from webinars.
  • Support National Voter Registration Day sign-up and partner tracking, including coordination with mailing vendors (July–August focus)

Organization Support

  • Monitor and triage general email accounts (e.g., info@)
  • Prepare and ship materials for events and conferences.
  • Provide scheduling and administrative support to the Executive Director.
  • Assist with travel and event logistics.
  • Support special projects as needed.

Desired Skills and Qualifications

  • Minimum 2 years of experience in administration or office management.
  • Associate’s degree or equivalent work experience.
  • Strong organizational skills and attention to detail.
  • Comfort with Microsoft Excel or Google Sheets, including formulas and pivot tables.
  • Familiarity with CRMs (especially FileMaker and Action Network)
  • Ability to learn new systems and software tools quickly.
  • Customer service orientation and clear communication skills.
  • Ability to work collaboratively with remote colleagues.

Location and Schedule

  • 16-20 hours/week; flexible schedule
  • Hybrid work: 1-2 in-office days/week
  • Current Office: 240 Elm Street, Somerville, MA (through to Sept. 30)
  • New Office: 303 Wyman Street, Waltham, MA (starting Oct. 1)

Salary and Benefits:

$22 – $25 per hour, based on experience

To Apply:

Please complete the application form below. Resumes accepted through July 9 or until position is filled. Target start date of Aug. 1.

Nonprofit VOTE is committed to fostering an inclusive and representative democracy where all voices are heard. These values are reflected in our external work to engage communities that are often marginalized in voting and elections. Internally, we seek to build and empower a diverse staff and leadership team. People of color, people with disabilities, women, and LGBTQ+ candidates are encouraged to apply.

Part-Time Administrative Assistant – Application Form

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