Job Opening
Administrative & Operations Assistant
Terms of Reference
Introduction
MarAlliance is an international nonprofit organization dedicated to conserving threatened marine wildlife and sustaining healthy ocean ecosystems for the benefit of coastal communities. Our mission is to Explore, Enable, and Inspire the protection and recovery of sharks, rays, turtles, and other marine megafauna through science, community engagement, policy support, and capacity building.
Founded in 2014, MarAlliance works across the Mesoamerican Reef and the Eastern Tropical Pacific, partnering with fishers, governments, and local organizations to advance conservation solutions that support both biodiversity and livelihoods. Through rigorous research, community collaboration, and policy engagement, MarAlliance seeks to ensure that tropical seas remain vibrant and productive for generations to come. As the organization grows, we seek a highly organized, detail-oriented Administrative and Operations Assistant to support our Executive Director and our leadership team in day-to-day operations, coordination, and internal communications.
Reports to: Executive Director
Works closely with: ED and Coordinators
Location: Remote within MarAlliance Americas regions (PST to EST)
Type: Part-time with possible expansion to full time
Purpose of the Role
MarAlliance is looking for a part-time remotely based Administrative & Operations Assistant (AOA) who will focus on administrative and general operational issues that impact all aspects of the organization including travel, purchasing, logistics, accounts payable, IT. The role requires exceptional attention to detail, strong communication skills, and the ability to coordinate logistics, documentation, workflows across teams and support the Executive Director with correspondence, operational matters and travel. The position is ideal for someone passionate about conservation and motivated to support mission-driven work in a dynamic environment.
Key Responsibilities
A. Administrative and Executive Support (50%)
- Provide high-level administrative support to the ED and executive leadership team, including complex calendar management, travel coordination, scheduling, expense tracking, and preparation of correspondence, reports, memos, and meeting materials.
- Prepare ED and board meeting agendas, take detailed meeting notes, track action items, and ensure timely follow-through.
- Draft, edit, and proof correspondence and communications on behalf of the Board of Trustees and executive leadership.
- Provide logistical support for meetings, convenings, and events (e.g., board meetings, community events)
- Assist with RSVP tracking, materials preparation, and day-of coordination
- Support volunteer and board communications as needed
- Additional administrative and operational duties consistent with the scope of this role and scheduled work hours
- Serve as an initial point of contact for many of the team members, grantees, and external partners, ensuring professional and effective communication.
- Coordinate special projects, events, and travel arrangements.
- Support internal meetings, board meetings, and small events, including logistics, setup, and coordination.
- Manage general administrative operations, including digital file organization and record-keeping
- Monitor and respond to general email inboxes and phone inquiries, route messages appropriately
- Schedule meetings, prepare agendas, take notes, and assist with follow-ups
- Support basic data entry and maintenance of internal tracking systems (donor, partner, or program records)
- Maintain a shared calendar for meetings, deadlines, and organizational priorities
- Assist with preparation of presentations, briefs, and operational documents.
- Maintain organized digital records, files, and documentation systems.
- Prepare meeting agendas, take minutes, and follow up on action items.
- Support document preparation, formatting, and internal reporting.
- Assist with scheduling, calendar coordination, and administrative workflows.
- Draft and proofread internal communications, emails, and updates.
- Support coordination of information flow between teams and leadership.
B. Operations Support
- Assist in coordinating day-to-day operational activities across programs and teams.
- Support planning and logistics for meetings, workshops, and field activities using a host of communications and team softwares such as Zoom, google Suite.
- Track tasks, deadlines, and follow-ups to ensure timely execution of priorities also using Monday.com.
- Support ED with staff hiring processes, procurement, travel coordination, and operational planning.
- Maintain accurate tracking of operational tasks, contacts, and activities.
- Support use of internal systems (e.g., project trackers, Salesforce, shared drives).
- Ensure documentation is complete, up-to-date, and accessible to relevant staff.
C. Organizational Effectiveness
- Identify opportunities to improve internal processes and efficiency.
- Support development of templates, checklists, and operational tools.
- Contribute to a culture of accountability, professionalism, and collaboration.
Required Qualifications and Skills
Core Competencies
- You bring at least 3 years of experience in executive support as well as strong operational / project management skills.
- You possess exceptional attention to detail, time management and organizational skills with demonstrated success managing complex schedules, projects, and program operations.
- Strong written and verbal communication skills in English (Spanish highly desirable).
- Demonstrated ability to manage multiple tasks and deadlines simultaneously.
- Experience supporting operational logistics and administrative workflows.
- You are proficient in Microsoft Office Suite, Google Workspace and digital collaboration tools with Salesforce proficiency an asset.
Personal Attributes
- You possess high level of integrity, are highly dependable and proactive.
- You are a creative thinker with a willingness to propose new systems and innovative approaches.
- Comfortable working in a fast-paced, multicultural and multilingual environment.
- Strong problem-solving mindset and initiative.
- Collaborative team player with a service-oriented approach.
- Passion for the mission of MarAlliance.
- You have a sense of humour.
Terms and Conditions
- This position is remote, in the Americas time zones of PST to EST.
- MarAlliance does not currently offer employer-sponsored health benefits. This position accrues paid holidays, PTO, and paid sick time monthly in accordance with organizational policy.
- Compensation commensurate with experience and qualifications.
Application Process
Interested candidates should submit a cover letter, CV and three references in a single PDF. Subject line: “AOA – [Name]” by midnight EST 24th of March 2026.
MarAlliance is an Equal Opportunity Employer and is committed to building a diverse and inclusive team. We thank all applicants for their interest, but only shortlisted candidates will be contacted for interviews. Please do not call or email to request feedback.