Network Assistant at Optimal Care

, , United States -

Full Time

Start Date

Immediate

Expiry Date

08 Jan, 26

Salary

57000.0

Posted On

10 Oct, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Time Management, Written Communication, Attention to Detail, Scheduling, Event Coordination, Digital Tools, Tech Support, File Management, Vendor Coordination, HR Support, Contract Management, Email Drafting, Presentation Skills, Collaboration, Cultural Sensitivity

Industry

Description

Position Information Job Title: Network Assistant Location: Remote (US based) Employment Type: Full-Time Employment Duration: 12 months, possibility of renewal Reports to: Co-Directors __________________________________________________________________ POSITION SUMMARY 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. KEY RESPONSIBILITIES 1. Executive and Administrative Support 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. 2. Scheduling, Meeting, and Convening Coordination 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. 3. Event and Logistics Support 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. 4. Systems and File Management 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. 5. Communications and Correspondence Support 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. 5. Liaison with Fiscal Sponsor 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. 6. HR and Contracting Support Provide admin support for hiring and contracting processes including consultant contracts, HR documentation, onboarding documents, contract tracking, deliverables, and timelines. QUALIFICATIONS Required 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. PREFERRED 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). COMPENSATION: The starting salary for this role is between $45,000 - 57,000 commensurate with experience Benefits: US-based employees receive employer-paid medical, dental, and vision insurance and a 401(k) account with an employer contribution. Employment Logistics The Network is a fiscally sponsored project of Panorama Global, a 501(c)(3) social impact non-profit that empowers changemakers through radical collaboration. The Network employees will be employees of Panorama Global. Panorama is committed to creating a diverse team and is proud to be an equal opportunity employer. We know that representation matters in the workplace and with our partners; to that end we are committed to a hiring process grounded in equity and inclusion. All qualified applicants will receive consideration without regard to race, color, religion, caste, citizenship or immigration status, national origin, genetic information, gender identity, gender expression, sexual orientation, marital status, veteran status, political ideology, the presence of any physical, mental, or sensory disability, age, or any other status or characteristic protected by federal, state, or local law. Panorama complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Panorama Global People & Culture team. The final offer will be contingent on the completion of a successful background check.

Responsibilities

The Network Assistant will provide administrative support to the Co-Directors and coordinate the development of a national network of women-led resettled community organizations. Key tasks include scheduling meetings, managing logistics for events, and maintaining documentation systems.