Operations Associate & Executive Assistant

OPERATIONS ASSOCIATE & EXECUTIVE ASSISTANT

Autism Tree Project Foundation | San Diego, CA

Starting Pay: $24–$26/hour, depending on experience and qualifications

Initial Schedule: Approximately 30 hours/week for the first 2–3 months

Full-Time: 40 hours/week following successful completion of the introductory period

Schedule: Tuesday–Saturday preferred; occasional evenings and Sundays required for programs and events

ABOUT AUTISM TREE

Autism Tree Project Foundation is a small, mission-driven nonprofit dedicated to helping the autism community live our best lives.

For more than 20 years, Autism Tree has served one family at a time and built a community centered around acceptance, connection, empowerment, creativity, and meaningful relationships. We provide free programs, services, events, resources, and opportunities for autistic individuals, their families, volunteers and community partners.

We are a small team—and that's part of what makes Autism Tree special.

Everyone contributes. Everyone wears multiple hats. We work closely together, help wherever needed, and care deeply about the people we serve.

THE OPPORTUNITY

Autism Tree is looking for a hard-working, highly organized, dependable, proactive, and people-oriented team member to join our staff as an Operations Associate & Executive Assistant.

The primary focus of this position is Autism Tree's day-to-day operations. This person will help keep our office, systems, programs, volunteers, interns, staff, and organizational details moving forward.

The position will also provide Executive Assistant support to the Executive Director, including scheduling, meetings, communications, Board support, and special organizational priorities.

There is also an opportunity for this person to become involved in fundraising and donor development, particularly if they have a natural ability to build relationships and connect with people from all walks of life.

This is a hands-on nonprofit position. Some days may involve databases, organization, and administrative work. Other days may involve coordinating volunteers, preparing for an event, welcoming families, connecting with a donor, or solving an unexpected problem.

We need someone who is comfortable with all of it.

Most importantly, we are looking for someone who gets things done—and cares about doing them well.

WHO WE ARE LOOKING FOR

We are looking for an A-Team player who is dependable, takes ownership, communicates well, and genuinely enjoys working with people.

You may be a great fit if you:

• Get things done and follow through.
• Take ownership rather than waiting to be told what to do.
• Have high standards for your work.
• Are organized and detail-oriented.
• Can manage multiple priorities and figure out what needs to happen first.
• Think ahead and notice things others may miss.
• Communicate clearly and respectfully.
• Work well with different personalities and across different areas of an organization.
• Are comfortable asking questions, learning, and figuring things out.
• Are willing to roll up your sleeves and help wherever needed.
• Don't think any task is "beneath you" when it helps the team or the families we serve.
• Enjoy working with volunteers, interns, families, donors, and community partners.
• Can remain calm and resourceful when plans change.
• Take pride in creating organized, welcoming, and positive experiences for others.
• Have leadership potential and want to grow.
• Care about the mission of Autism Tree and the people who make up our community.

We are not looking for someone who simply wants a job. We are looking for someone who wants to be part of an A-Team.

PRIMARY RESPONSIBILITIES1. NONPROFIT OPERATIONS & TEAM SUPPORT

• Support the day-to-day operations of Autism Tree.
• Work closely with the Executive Director, Director of Operations, Family Care Coordinator, and Volunteer Coordinator to keep organizational needs moving forward.
• Help coordinate information, priorities, schedules, responsibilities, and deadlines across the team.
• Maintain organized digital files, documents, forms, records, and shared folders.
• Create and maintain checklists, procedures, workflows, and organizational systems.
• Maintain nonprofit databases and systems, including platforms such as Little Green Light and WildApricot.
• Help manage office supplies, equipment, vendors, service providers, renewals, and general office needs.
• Assist with invoices, administrative records, and basic budget tracking.
• Support staff, intern, and volunteer onboarding and offboarding.
• Help identify ways to improve systems, communication, organization, and efficiency.
• Help maintain an organized, welcoming, and functional Autism Tree office.
• Provide general administrative support wherever needed.

Autism Tree works with a contracted bookkeeper for bookkeeping and accounting functions. This position provides administrative support and basic organizational tracking rather than serving as the organization's accountant.

2. VOLUNTEER & INTERN COORDINATION

Autism Tree has a large and important volunteer community. Volunteers are not simply people who fill a spot at an event—they are an important part of our team.

This position will work closely with the Volunteer Coordinator to help create a positive, organized, and connected experience for volunteers and interns.

Responsibilities include:

• Assist with volunteer and intern communications, onboarding, orientation, and scheduling.
• Maintain volunteer and intern records.
• Communicate upcoming programs, events, opportunities, schedules, and updates.
• Assist with volunteer registration, confirmations, assignments, and coverage.
• Make sure volunteers have the information, materials, schedules, and support they need.
• Serve as a welcoming and dependable point of contact.
• Build relationships with volunteers and encourage continued engagement.
• Work alongside volunteers at programs and events.
• Help recognize and appreciate volunteers for their contributions.
• Communicate with the Volunteer Coordinator and leadership regarding volunteer needs and opportunities.

We want our volunteers to feel like part of the Autism Tree team—not just people who show up to fill a spot.

3. FAMILY & PROGRAM SUPPORT

Work closely with the Family Care Coordinator to provide administrative and logistical support for Autism Tree programs.

Responsibilities may include:

• Preparing program materials, schedules, registrations, communications, and supplies.
• Communicating program information to families, volunteers, and staff.
• Coordinating program details and logistics.
• Maintaining registration and participant information.
• Making sure staff and volunteers have the information they need.
• Providing hands-on support at family programs and community activities.
• Welcoming families and helping create a positive, organized, and inclusive experience.
• Assisting with post-program follow-up.
• Providing additional administrative and operational support to the Family Care Coordinator when needed.

4. PROGRAMS & EVENTS

Autism Tree hosts numerous programs, community activities, fundraisers, conferences, and special events throughout the year.

This position will help with the planning, organization, and hands-on execution of these activities.

Responsibilities may include:

• Maintaining schedules and event information.
• Preparing materials, supplies, signage, and registration information.
• Coordinating staff, volunteers, vendors, speakers, community partners, and participants.
• Making sure everyone knows where they need to be and what they need to do.
• Assisting with setup, registration, check-in, and breakdown.
• Supporting family programs, fundraising events, conferences, volunteer activities, and community events.
• Troubleshooting unexpected issues and helping find solutions.
• Welcoming families, volunteers, donors, Board members, speakers, and community partners.

Some evening and weekend work will be required.

5. FUNDRAISING & DONOR DEVELOPMENT SUPPORT

Fundraising is an important part of keeping Autism Tree's programs and services available to families at no cost.

Fundraising experience is not required for this position, but an interest in fundraising and a natural ability to build genuine relationships with people is a strong plus.

The employee may have opportunities to:

• Assist with donor communications, acknowledgments, follow-up, and relationship-building.
• Maintain accurate donor information and records.
• Support fundraising campaigns, appeals, events, and special initiatives.
• Assist with donor events, meetings, and stewardship activities.
• Help prepare donor materials, presentations, correspondence, and communications.
• Support the Executive Director with donor-related administrative needs and follow-up.
• Assist with researching potential community, corporate, and philanthropic relationships.
• Help track donor follow-up, commitments, and next steps.
• Help connect donors and community members with Autism Tree's mission and impact.
• As experience develops, take on greater responsibility for donor engagement and fundraising initiatives.

You do not need to be a professional fundraiser to be successful in this area.

We value someone who is comfortable talking with people from all walks of life, listens well, treats everyone with respect, and is genuinely interested in building relationships.

Our community includes families, volunteers, young people, professionals, business leaders, philanthropists, community members, and people from many different backgrounds and circumstances.

Warmth, authenticity, curiosity, and relationship-building ability are more important than previous fundraising experience.

6. EXECUTIVE ASSISTANT SUPPORT

Executive Assistant responsibilities are an important but secondary part of this position.

The employee will support the Executive Director with:

• Calendar management, meetings, appointments, RSVPs, and commitments.
• Scheduling meetings with donors, Board members, community and corporate partners, speakers, and other important contacts.
• Preparing agendas, meeting materials, presentations, and notes.
• Attending select meetings and documenting action items.
• Tracking deadlines, commitments, and follow-up.
• Drafting, proofreading, and formatting emails, letters, presentations, and other communications.
• Helping prepare the Executive Director for important meetings and conversations.
• Maintaining executive files and documents.
• Supporting Board meeting logistics, scheduling, materials, notes, and follow-up.
• Handling confidential organizational, personnel, family, and financial information appropriately.
• Providing administrative support for special projects and organizational priorities.

As trust and experience develop, the employee may have opportunities to work more directly with the Executive Director on organizational operations, special initiatives, fundraising, and leadership priorities.

HOW THIS ROLE FITS INTO THE TEAM

This position is an important connector across Autism Tree.

Executive Director: Organizational leadership, Board, donors, community partnerships, major initiatives, and overall mission.

Director of Operations: Organizational operations, systems, administrative functions, and day-to-day infrastructure.

Family Care Coordinator: Families, programs, resources, communications, and family-centered support.

Volunteer Coordinator: Volunteers and interns, including communication, scheduling, onboarding, engagement, and event preparation.

Operations Associate & Executive Assistant: Helps connect the dots between these areas—keeping information moving, following up, supporting the team, and making sure people have what they need.

Strong communication and collaboration are essential.

CAREER GROWTH & ADVANCEMENT

This position is designed to be a long-term growth opportunity within Autism Tree.

The anticipated operations career path is:

Operations Associate & Executive Assistant↓Senior Operations Associate↓Operations Manager↓Director of Operations

As the employee develops knowledge, confidence, judgment, and leadership skills, they may have opportunities to:

• Take ownership of larger operational responsibilities.
• Improve and develop organizational systems and processes.
• Take on greater responsibility for volunteers and interns.
• Lead portions of programs and events.
• Support or lead fundraising and donor development initiatives.
• Manage special organizational projects.
• Work more directly with the Executive Director.
• Train and support other team members.
• Become responsible for specific operational areas.
• Grow into an increasingly significant leadership role within Autism Tree.

Advancement is based on demonstrated performance, leadership, increased responsibility, organizational needs, and readiness—not simply time in a position.

INTRODUCTORY PERIOD & PERFORMANCE REVIEWS

This position is intended to become full-time for the right candidate following a successful 2–3 month introductory period.

The initial schedule will be approximately 30 hours per week.

During this time, the employee will learn Autism Tree's mission, culture, programs, systems, staff responsibilities, volunteer processes, family and community relationships, and office operations.

Employees will receive regular performance reviews, particularly during the first year.

Reviews will consider:

• Reliability and attendance
• Work ethic and follow-through
• Organization and attention to detail
• Communication and teamwork
• Ability to work with staff, volunteers, interns, families, donors, and community partners
• Initiative and problem-solving
• Ability to prioritize
• Learning and adaptability
• Ownership of responsibilities
• Leadership potential
• Overall contribution to the team and Autism Tree's mission

Performance-based compensation increases may be considered as the employee demonstrates growth, takes on additional responsibilities, and consistently meets expectations. Compensation decisions are also based on organizational budget and needs.

The purpose of regular reviews is to provide meaningful feedback, recognize growth, identify areas for development, and help the employee understand how they can continue moving forward within Autism Tree.

QUALIFICATIONSRequired

• Strong organizational and time-management skills.
• Excellent written and verbal communication.
• Strong attention to detail.
• Ability to manage multiple responsibilities and changing priorities.
• Strong follow-through and accountability.
• Ability to work independently while also being a collaborative team member.
• Comfortable working with volunteers, interns, families, donors, community partners, and staff.
• Comfortable learning new technology, databases, and organizational systems.
• Ability to maintain confidentiality and exercise good judgment.
• Willingness to work occasional evenings and weekends.
• Genuine interest in Autism Tree's mission and the community we serve.

Preferred

• Bachelor's degree or equivalent professional experience.
• Experience working in a nonprofit or mission-driven organization.
• Experience coordinating volunteers or interns.
• Experience with programs, events, or community engagement.
• Experience with administrative or operations responsibilities.
• Experience with nonprofit databases or CRM systems.
• Experience supporting an Executive Director, CEO, or organizational leader.
• Experience with fundraising, donor relations, or community development.
• Interest in developing into a nonprofit operations leadership role.

Equivalent professional experience will be considered in place of a degree.

OUR TEAM & VALUES

Autism Tree is not a large organization with layers of departments and specialized roles.

We are a close-knit team where everyone contributes.

Some days are highly organized. Some days are unpredictable. Sometimes something goes exactly according to plan, and sometimes we need to quickly figure out a new plan.

That's nonprofit life—and we embrace it.

We embrace every family with love and acceptance.

We connect every family with a community of resources.

We empower you to build a better world by investing in your vision.

We create organic relationships, meaningful opportunities, and lasting friendships.

COMPENSATION & SCHEDULE

Starting Pay: $24–$26/hour, depending on experience and qualifications.

Initial Schedule: Approximately 30 hours/week for the first 2–3 months.

Full-Time Schedule: 40 hours/week following successful completion of the introductory period.

Preferred Schedule: Tuesday–Saturday.

Occasional evenings and Sundays will be required for programs, conferences, fundraisers, and community events.

Performance-based compensation increases may be considered through regular reviews based on demonstrated performance, increased responsibility, organizational needs, and available budget.

HOW TO APPLY

Please submit:

• Resume
• Brief cover letter explaining why you are interested in Autism Tree and this position
• Three professional references

Please send application materials to:

Rebecca Barron

Director of Operations

Autism Tree Project Foundation

[email protected]

Subject: Operations Associate & Executive Assistant Application

Autism Tree Project Foundation is an equal opportunity organization. We value diversity, inclusion, acceptance, and the unique strengths and perspectives every individual brings to our community.

Pay: $24.00 - $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Health insurance
• Paid time off

Work Location: In person