Administrative & Executive Assistant

Nature-based climate solutions for social justice

Title: Program Administrative & Executive Assistant

Program: First 30x30 Canada | First 30x30

Organization: Nature For Justice

Location: Within the US or Canada, PST time zone, Remote

Full-Time, 30-40 hours per week

Salary: $35,000 - $50,000 per year

Independent contractor: $24 - $30 per hour

Nature For Justice (N4J) is seeking an organized, detail-oriented, and reliable Program Administrative Associate to support the First 30x30 Canada Program. The role will provide administrative, operational, contract, financial tracking, and executive support to senior program staff. This position is well suited to an early-career professional interested in Indigenous-led conservation, climate justice, and nonprofit program operations. As a global organization, Nature For Justice (N4J) empowers frontline communities to use nature-based solutions to drive climate justice, ecosystem restoration, and resilient livelihoods. We support locally-led initiatives by connecting Indigenous Peoples and local communities to global nature markets, grant funding, and technical resources — equipping them to lead, scale, and sustain regenerative solutions that advance equity, self-determination, and long-term impact.

At its core, N4J is a social justice organization. Our programs are steadfast in advancing social inclusion, economic development, and the leadership and capacity of our local partners. N4J is a Section 501(c)3 non-profit organization registered in the US and operating internationally.

Responsibilities of the Role

Program Operations, Contracts and Financial Tracking (20-25 hours/week)

• Manage contracts and agreements, including NDAs, consulting agreements, amendments, DocuSign workflows, approvals, filing, and follow-up.
• Track budgets, invoices, and project finances, including invoice review, expenditure tracking, reconciliations, and flagging variances or issues for senior staff.
• Coordinate grant administration and reporting, including funder deadlines, grant databases, proposal and report materials, and supporting documentation.
• Maintain program records and trackers, ensuring accurate, organized, and secure documentation of contracts, consultants, projects, funders, deliverables, deadlines, and due diligence.
• Support program and organizational operations, including due diligence and desk research, and preparing presentations, briefing materials, spreadsheets, reports, and other program documents.

Executive and Senior Staff Support (10-15 hours/week)

• Coordinate executive and senior staff calendars and priorities, including scheduling, task tracking, deadlines, follow-up, and meeting preparation.
• Coordinate recurring program meetings, including agendas, materials, notes, action items, and follow-up.
• Support travel planning and logistics, including bookings, itineraries, expenses, and reimbursements.
• Coordinate invoices and expenses for senior staff and program-related activities.
• Provide general administrative and operational support to help senior staff and the program function smoothly.

Working Arrangements and Travel

• Location: Remote within the United States or Canada. Preference for candidates able to work core hours aligned with Pacific Standard Time.
• Time Commitment: Full-time, approximately 30–40 hours/week.
• Travel: Approximately 1-2 trips per year in the US or Canada, typically for 1-2 days at a time.

Employment and Compensation

US-based candidates will be employed by N4J as full-time employees and may be eligible for employer-provided health insurance and 401(k) benefits, subject to applicable policies and eligibility requirements.

Canada-based candidates will be engaged as independent contractors, paid monthly upon submission of an invoice. Contractors are responsible for their own taxes, benefits, insurance, pension or retirement contributions, and other statutory or professional obligations.

Compensation will be paid in USD and determined based on experience, agreed time commitment, and relevant skills.

• Employee salary: USD 40,000 – $58,000 per year
• Independent contractor rate: USD 25-35 per hour

Required Qualifications, Skills & Experience

• Relevant experience and program knowledge, with at least 2 years of experience—including internships—in program coordination, operations, grants, contracts, or technical administration.
• Strong organizational and attention-to-detail skills, with the ability to manage multiple deadlines, documents, trackers, budgets, contracts, and follow-up processes.
• Strong technical and communication skills, including proficiency with spreadsheets, presentation tools, and Google Workspace, along with excellent written and verbal communication.
• Ability to work independently and adapt quickly, including learning new systems, templates, workflows, and program processes in a remote environment.
• Sound judgment, discretion, and professionalism, including the ability to maintain confidentiality, communicate responsively, keep senior staff informed, and appropriately seek guidance or escalate issues.

Preferred Candidates

• Relevant operational and administrative experience, including contracts, procurement, consulting agreements, grants, budgets, invoices, financial tracking, due diligence, compliance, document management, or legal/contract administration.
• Executive and senior staff support experience, with strong administrative, organizational, and follow-up skills.
• Experience working with Indigenous communities and organizations, including Indigenous governments, Indigenous-led conservation initiatives, or familiarity with Indigenous cultures in Canada or the United States.
• Relevant knowledge of conservation and mission-driven sectors, including conservation, Indigenous rights, human rights, environmental science, natural resource management, climate finance, nature-based solutions, nonprofits, or philanthropy.
• Additional relevant skills and experience, including French language proficiency or bilingual English/French communication.

How To Apply Interested applicants are requested to send a CV and cover letter explaining your interest in and fit for the role to: [email protected]

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Applications will be reviewed on a rolling basis. Only candidates selected for interviews will be contacted.

N4J encourages applications from Indigenous candidates and individuals experienced in working with Indigenous communities.