[Remote] Administrative Coordinator

Note: The job is a remote job and is open to candidates in USA. The International Mayan League is a grassroots organization dedicated to supporting Indigenous Maya women and youth. They are seeking a highly organized Administrative Coordinator to provide part-time administrative support, manage office operations, and facilitate collaboration within the organization and with external partners.

Responsibilities

• Collaborate closely with the Director of Operations to triage incoming requests, anticipate needs, identify administrative inefficiencies, and propose practical improvements that enhance efficient decision-making and strengthen workflows
• Assist in scheduling and coordinating logistics for high-level meetings, events, and retreats led by the organization, including planning, providing technical support, interpretation and translation needs, capturing meeting notes, preparation of materials related to agendas and presentation, and tracking action items
• Coordinate and administer event planning logistics for staff travel and delegations, including list management, supply procurement, and vendor coordination
• Support the recruitment process for staff, volunteers, and interns, including scheduling candidate interviews and handling onboarding and orientation tasks
• Process accounts payable and receivable, including posting and coding time sensitive transactions in QuickBooks Online
• Act as the primary liaison between external vendors and the Operations team to ensure timely processing of invoices, payments, and receipt retention, addressing discrepancies promptly
• Assist with the administrative tasks related to submitting and recording essential legal and compliance documentation (W-9s, 1099-NECs, certifications, registrations, etc.)
• Aid in the preparation for the annual budgeting and fiscal audit processes
• Manage the Mayan League email inboxes (Info account and Operations) by coordinating correspondence with appropriate parties and ensuring timely, accurate, and professional responses
• Oversee the Mayan League main phone line and voicemail inbox, routing calls and inquiries appropriately, and escalating any sensitive, reputational, security issues, or strategic matters when necessary
• Coordinate virtual meeting platforms, manage scheduling on Zoom, and maintain the Google Meets Mayan League calendar, sometimes coordinating across the organization
• Support technology information systems administration, troubleshooting, software implementation, and purchasing of technology equipment to assist staff members
• Schedule, communicate, and coordinate Board of Director meetings and events as needed
• Lead the administration and organized cataloging of Board meeting documentation, including the preparing and assembling Board materials and/or reports for the Executive Director to review prior to distribution and recording accurate meeting minutes that capture key decisions, motions, action items, and follow up responsibilities
• Maintain confidential documents, information, and communications with discretion and sound judgment

Skills

• At least two years of relevant experience in administrative support and operations, preferably in a nonprofit setting
• Bachelor's degree with major in business, non-profit management, public administration, or other related field preferred
• Must be fully Bi-lingual in English and Spanish and able to communicate in both languages, verbally and in writing
• Strong experience entering and coding accounting transactions in QuickBooks or other accounting platforms
• Problem solver, use sound judgment to solve administrative problems
• Working knowledge of Microsoft Excel, Word, PowerPoint, Adobe Acrobat, and Google Workspace
• In depth knowledge and experience with Zoom and Google Meets, experience with Zoom webinar and interpretation features are a plus
• Experience with other virtual communications platforms such as Microsoft Teams and GoToMeeting desired
• Comfortable adopting new tools and platforms quickly; at ease in a digitally integrated work environment
• Experience supporting hybrid and remote teams
• Excellent interpersonal, oral, and written communication skills
• Excellent writing, proofreading, and editing skills
• Must be able to prioritize multiple projects, meet deadlines, be responsive, and complete administrative functions in a timely and accurate manner
• Ability to work independently in a fast-paced environment
• Excellent planning, organizational and follow-up skills
• Detail oriented, highly efficient and organized in time management and can meet deadlines under pressure
• Able to collaborate effectively across departments to enhance coordination, strengthen operations, and support a culture of teamwork and excellence
• Experience or familiarity with diverse communities and Indigenous Peoples' rights, including those of Indigenous women, as well as human rights, environmental protection, environmental justice, climate justice, and social justice, is highly valued
• Experience or familiarity working in international settings is preferred but not required

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