Operations Admin Assistant - Contractor

Title: Operations Admin Assistant  - Contractor   

Compensation: Hourly rate of $25 (contractor status)

Employment Status: Contractor (20–40 hours/week; hours may vary based on business needs)

Department: Operations  

Office: ASHwell Headquarters, 3208 Red River St., Suite 300, Austin, TX 78705  

Target start date: ASAP

About the Organization:   

ASHwell is a sexual health and wellness center established in Austin, TX in the late 1980s.  We are passionately committed to diversity, equity, and belonging. We strive to provide a safe discrimination-free space for all and predominantly serve LGBTQIA and BIPOC communities. Our approach to sexual health and wellness is rooted in being proudly sex and kink positive, pro-sex worker, pro-harm reduction and anti-stigma. We are a growing organization looking for values-aligned, pro-sexual health and wellness people to join our team!  

Position Overview 

The Operations Administrative Assistant provides critical administrative and organizational support to the Operations Team. This role focuses on database management, report preparation, project coordination, and document organization to ensure the smooth and efficient functioning of the department. By handling these tasks, the assistant enables the team to focus on higher-value projects and strategic initiatives. 

Core Responsibilities 

Database Management – 25% 

• Maintain and organize file structures in OneDrive for consistent and efficient access. 

• Ensure accurate input, management, and organization of data across various systems. 

Report Preparation – 20% 

• Input data and create clear, professional reports using tools like Microsoft Excel. 

• Compile information to support decision-making and strategic planning. 

Project Coordination – 20% 

• Assist in tracking project deadlines, follow up on action items, and coordinate resources. 

• Support project execution by capturing key notes, preparing updates, and driving progress. 

Document Preparation and Organization – 15%  

• Prepare essential materials such as reports, presentations, meeting agendas, and other documents. 

• Organize and manage information to support operational efficiency. 

Other Administrative Support Tasks – 10% 

• Handling ad hoc assignments such as managing office supplies, assisting with onboarding/training support, and supporting events. 

Baseline - 10% 

• Participate in all required staff meetings and events. 

• Maintain up-to-date calendar and work plan. 

• Utilize  – agency-wide systems and protocols for all agency business. 

• Offer at least 24 hours' notice for internal meeting cancellations/rescheduling. 

• Maintain Chain of Support for internal communications. 

About You 

The ideal candidate is a proactive and highly organized individual with a strong ability to manage administrative tasks independently. They are detail-oriented, possess excellent time management skills, and can adapt to shifting priorities. Proficiency in Microsoft Office Suite and experience in database management, reporting, and project coordination are essential. The candidate should be a strong communicator, capable of working collaboratively while ensuring follow-through by all team members on all tasks. 

Required Qualifications 

Must-Haves: 

• Technical Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint). 

• Time Management: Ability to prioritize tasks and meet deadlines effectively. 

• Adaptability: Comfortable shifting priorities in a fast-paced, dynamic environment. 

• Attention to Detail: Strong organizational skills with a focus on accuracy. 

• Discretion: Ability to handle sensitive information with confidentiality. 

• Data Analysis Skills: Proficiency in analyzing data to create meaningful insights. 

Nice-to-Haves: 

• Familiarity with project management tools (e.g., Asana). 

• Knowledge of HR practices, such as onboarding and basic employee relations. 

• Basic project management skills to assist with task coordination. 

• Position start date: April 8, 2025  

ASHwell uses a cohort onboarding model. The start date is a group orientation day for hires across the organization. 

EOE STATEMENT 

As an Affirmative Action and Equal Opportunity Employer, ASHwell is committed to creating an inclusive environment that values the diversity of its employees and does not discriminate against any employee or candidate. Women, minorities, veterans, people from the LGBTQ2SAI communities and people with disabilities are strongly encouraged to apply to join our teams. Reasonable accommodation to access job openings or to apply for a job is available.