Administrative Assistant

Location: Remote
Reports to: CEO

Want to marry your seriously amazing multi-tasking skills, your astute listening and communication capabilities, and your flexible approach with your love for the ocean? We’re the organization you’re looking for. Lonely Whale is seeking an experienced Administrative Assistant to join our growing and ever-evolving team to solve the most critical issue of our time: our disconnect with each other and the ocean.

Under the supervision of the CEO, the Administrative Assistant will be responsible for providing high-level administrative support to the Leadership Team and select team members as needed, including but not limited to cross-team coordination, managing their schedules, travel, and expenses and supporting their administrative workflow.  This position requires that you are highly organized, pragmatic, are not easily overwhelmed, and are comfortable interfacing with all levels of internal management and staff, as well as board members, donors, vendors and external partners.

The Administrative Assistant maintains and protects highly confidential information and is a trusted member of the team. They are expected to “manage up” and keep organizational priorities top of mind when making scheduling trade off decisions. A proactive position, the Administrative Assistant will work independently with minimal supervision or direction and will be key to help keep the leadership team humming.


  • Managing schedules for the Leadership Team; assisting other team members  as available. Providing real-time scheduling support by booking meetings and preventing/managing conflicts.

  • Ensuring leadership being supported are well-informed of upcoming commitments, responsibilities, any follow-up needed, and are prepared with all materials and information for meeting, events, and travel by compiling reports and/or presentations.

  • Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations (when we can do all this again!)

  • Processing invoices and contracts for external vendors, partners, consultants, and donors.

  • Keeping Salesforce data accurate and up-to-date.

  • Liaising with the Director of IT to ensure all system issues are addressed in a timely manner.

  • Ensuring timely follow-up to emails received in our general inbox.

  • Reconciling credit card expenses.

  • Preparing Leadership Team expense reports utilizing Expensify.


  • Prior administrative support experience within a fast past environment.

  • Excellent computer skills, especially Microsoft Office, Google Suite, Dropbox,, Helpscout, Slack, and Asana.

  • Ability to quickly learn new operations-related systems.

  • Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.

Successful Candidates Have:

  • A passion for the work of the organization and its mission, is energized about preserving our world, and recognises the need for urgent action.

  • Strong presence and credibility, and a keen ability to build relationships quickly with others, including staff and leadership within the organization, partner and peer organizations and entities, and with funders, as needed.

  • The ability to look beyond typical approaches to solving large, complex problems and to consider big picture, global, and long-term impact in decision-making.

  • Strong ability to work in a fast-paced environment, adapt to change, perform under pressure, and possess consistent attention to detail.

  • The ability to think strategically and contextually, and to anticipate the needs and expectations of executive leaders.

  • Excellent ability to manage competing priorities and multiple, concurrent tasks, exhibit flexibility, and meet deadlines.

  • Superb ability to research and synthesize information into reports for the leadership team, to think analytically and pragmatically, make decisions, allocate resources, and align efforts with opportunities.

  • A growth mindset, eager to hear the perspective of others, can pivot quickly, and can put their own interests aside where needed.

  • Ability to bring humor, humility, and kindness to the work.

  • Superb verbal, written, and interpersonal communication skills.

Education and Work Experience

This position requires an Associates degree or the equivalent in work experience. It is preferred that the candidate’s total relevant work experience is equal to 3-4 years or more and that they have significant experience with Google Suite, Salesforce, Asana, Help Scout and Slack and demonstrated experience processing contracts and invoices.

Physical and Other Requirements

  • Office Environment: Constant computer work requiring repetitive motion, prolonged sitting and sustained visual/mental demands. Occasional lifting, bending, pulling, collating, and filing, some of which may be heavy (>15 lbs.).

  • Travel Environment: No travel is anticipated for this position but when required it will include occasional short, medium, and/or long-distance travel that may require walking distances.

  • Ability to occasionally work after hours and on weekends.

Equal Employment Opportunity Statement

Lonely Whale maintains a strong policy of equal opportunity in employment. It is our objective to recruit, hire, and retain the most qualified individuals without regard to race, color, religion, sex, sexual orientation or identity, national origin, age, disability, veteran status, or any other characteristic or status protected by applicable federal, state, or local law. Our equal employment philosophy applies to all aspects of employment, including recruitment, compensation, benefits, training, promotions, transfers, job benefits, and terminations.

To apply, send resume and cover letter to with subject line- Administrative Assistant.