Detailed Operations & Administrative Assistant (Salesforce, QuickBooks & Canva)

We are looking for a highly organized, tech-savvy, and detail-oriented Operations & Administrative Assistant to join our team long-term.

In this role, you will act as the operational backbone of our organization—managing donor data, updating community records, resizing promotional graphics, and coordinating communications. Accuracy, logic, and extreme attention to detail are required.

Key Responsibilities
CRM & Database Management (Salesforce):

Accurately enter and update donor records, contacts, and households.

Maintain data hygiene by eliminating duplicates and verifying information accuracy.

Log community engagement, event sign-ups, and participant lists.

Basic Bookkeeping (QuickBooks):

Record daily incoming donations and match them against financial records.

Categorize and log organization expenses with 100% precision.

Graphic Resizing & Media Assets (Canva):

Take master event flyers and resize them into Facebook event banners, WhatsApp square images, and Instagram stories.

Ensure dates, times, and formatting remain clear and visually appealing.

Community Outreach & Communications:

Draft warm, professional welcome email s and responses to community messages.

Format and schedule WhatsApp/SMS notifications and email blasts.

Help document operational processes (writing SOPs/instruction guides based on recorded video walkthroughs).

AI & Modern Workflow Assistance:

Use AI tools (like ChatGPT or Claude) safely and efficiently for drafting email s, organizing data, and formatting text while adhering strictly to privacy guidelines.

Requirements & Qualifications
High Technical Logic: You don't need to be a Salesforce developer, but you must understand database logic (e.g., how individual contacts link to households).

Obsessive Attention to Detail: You double-check your work, verify spelling, and catch errors before submitting tasks.

Proficiency in Core Tools: Experience with or quick ability to learn Canva, Salesforce, QuickBooks, and Jotform.

Strong English Skills: Fluent, natural written English for community communications.

Reliable Home Setup: Stable high-speed internet connection, a capable computer, and a backup power source (UPS/generator or backup internet connection).

Working Hours & Schedule
Full-Time: 40 hours per week.

Schedule: Must have at least a 3 to 4-hour overlap with US Pacific Standard Time (PST) for daily syncs and real-time support.

How to Apply (IMPORTANT)
To prove that you have the attention to detail required for this role, please follow these instructions carefully:

Send your application with the exact subject line: Operations Assistant - [Your Full Name]

In the body of your message, include:

A short intro (3-4 sentences) explaining why you are a great fit for an operations/data-focused role.

A link to your resume or portfolio.

A brief sentence mentioning your current home internet speed and your backup power setup.

Applications that do not use the correct subject line will be automatically filtered out.