Office Operations Assistant

About KIND:

Kids in Need of Defense (KIND) is a global leader in the protection of unaccompanied refugee and migrant children. Launched in 2008, KIND champions a world in which every child’s rights and well-being are protected throughout their journey to safety. Since 2008, KIND has accepted over 23,000 referrals of children seeking legal representation in their immigration proceedings. KIND has welcomed more than 41,000 attendees to trainings since its founding, cultivating partnerships with over 670 law firms, corporate legal departments, law schools, and bar associations across the country.

KIND’s social services program ensures that migrant and refugee children – who have often endured trauma – receive counseling, educational support, medical care, and other comprehensive services.

To address the root causes of child migration from Central America and strengthen protection of unaccompanied children, KIND advocates for policy changes and educates lawmakers, the media, and the broader public on the conditions that drive these children to flee their home countries. KIND supports children returning to their home countries by connecting them to essential support services and sponsors gender-based violence prevention programs in Central America to protect children in countries of origin and transit.

KIND is also building upon its expertise in the protection of unaccompanied children to encourage the development of pro bono initiatives across Europe in partnership with European NGOs.

Position Summary:

Reporting to the Director, Administration & Procurement, the Office Operations Assistant is responsible for providing support in the day-to-day operational needs for KIND’s staff and executing on daily needs. They will be supporting and improving operational systems, processes, and functions in support of staff based in the U.S. and internationally.

Essential Functions:

• Provide day-to-day support to all staff ensuring their operational, administrative, and office-wide systems needs are met.
• Act as a staff liaison regarding general inquiries or basic troubleshooting by addressing needs directly or properly triaging, while providing an excellent and professional customer service experience.
• Manage multiple communication channels, including the organization information email inbox as well as internal technology and operations support platforms, triaging to applicable parties as needed.
• In collaboration with Human Resources, assist with on-boarding staff, interns, and fellows. In coordination with supervisors, ensure new staff is set up with all applicable electronic accounts and receive all onboarding materials and equipment in a timely manner.
• In collaboration with Human Resources, assist with off-boarding staff, interns, and fellows. In coordination with IT support and supervisors, ensure all applicable credentials are revoked at the appropriate time and all KIND-owned equipment is returned.
• Develop proficiency and clear understanding in the use and maintenance of office systems, equipment, and technology, and assist staff as needed.
• Monitor & execute tasks related to the organizational furniture, equipment, and office supply procurement program.
• Assist with the reconciliation of monthly credit card statements and receipt management for the team.
• Provide support in coordinating and planning logistics pertaining to facilities procurement, moves, and setups of new offices.
• Develop proficiency and clear understanding in the use and maintenance of office systems, equipment, and technology, and assist staff as needed.
• Manage and regularly update internal databases, file repositories, and record-keeping systems.
• Support the Office Operations Team with ongoing projects and operational initiatives; research and compile data, prepare spreadsheets, and create informational materials.
• Assist the Office Operations Team with calendaring meetings, booking travel, reserving meeting space, notetaking, and ordering food for events.
• Provide general operations support and perform other duties as assigned.

Qualifications and Requirements:

• Undergraduate degree preferred.
• Fluency in English is required, and fluency in both English & Spanish is highly preferred.
• Minimum 2 years of collective work experience; experience performing administrative office duties preferred.
• Strong organizational and time-management skills with acute attention to detail.
• Ability to handle multiple tasks and perform well under pressure.
• A self-starter who takes initiative in finding solutions, with demonstrated ability to execute tasks in a fast-paced environment.
• Ability to communicate and interact professionally with a variety of stakeholders at various levels throughout the organization.
• Strong written and verbal communication skills.
• Demonstrated understanding of technology and technology systems.
• Working knowledge of Microsoft Office Suites (such as Teams, Excel, etc.).
• Ability to work effectively with people of diverse backgrounds, lived experiences, and communication styles.
• Committed to prioritizing diversity, equity, and inclusion as well as embracing transparency and authenticity in daily work life.
• Be disciplined and nimble to ensure delivery on our core mission of access to justice and protection of children’s wellbeing and rights.
• Experience working and communicating in a remote environment.
• Work is performed remotely and within the office environment and includes regular interaction via telephone, video conference, IM, and email with KIND’s team and vendors.
• The ability to lift and move heavy objects as well as light use of tools may be required.

KIND requires all staff be COVID vaccinated with the exception of those who have medical or religious beliefs exemptions.

Salary: $21-$26.40/hr dependent on experience