We Are Hiring - Administrative Operations Assistant

Join a mission-driven team working to conserve ocean life through education, citizen science, and community engagement.

Job Title: Administrative Operations Assistant
Location: Remote (US locations preferred, must be available during Central Time Zone hours)
Reports to: Martha Klitzkie, Co-Executive Director: Strategy & Operations
Application Due Date: Applications will be reviewed starting October 22, 2025 - open until filled
Desired Start Date: Immediate start preferred (flexible)
How to Apply: Visit www.REEF.org/job-application

Position Summary

Reef Environmental Education Foundation (REEF) seeks a highly organized and efficient Administrative Operations Assistant to support the crucial behind-the-scenes operations that make our work for the ocean possible. The right candidate will support organizational effectiveness by handling administrative projects, financial processing tasks, and system rollouts. This role is not a traditional executive assistant position; instead, it is designed to take on important operational details that free leadership to focus on strategic priorities.

The Administrative Operations Assistant will oversee the implementation of HR and administrative platforms, process financial and compliance documents, support internal operations, and generally facilitate the Co-Executive Director’s weekly task load. The ideal candidate is reliable, detail-oriented, and able to work independently with initiative and consistency.

Key Responsibilities

Administrative Systems and HR Support

• Assist with the implementation, rollout, and staff training of HR and administrative systems using platforms including Zoho, Asana, and Quickbooks.
• Maintain digital employee files, including general employment paperwork, payroll changes, submit bi-weekly payroll data to bookkeeper, time-off requests, and more.
• Help organize, track, and maintain accurate administrative records.

Financial and Compliance Processing

• Process organizational and financial forms, such as:
  • Annual enrollment and updates to employee benefits
  • IRS tax credit filings and financial processing, in coordination with REEF’s bookkeeper and accounting firm
  • Other administrative and compliance-related paperwork
• Ensure accuracy and timely completion of documentation.

Operational Support

• Support ongoing organizational administration through consistent follow-through on tasks.
• Communicate with staff and external partners, as needed, to gather information and complete processes.
• Recommend and document improvements to streamline administrative workflows.

Confidentiality and Integrity

• Manage sensitive information with professionalism and discretion.
• Exercise sound judgment and initiative in problem-solving.

Qualifications

• Strong attention to detail and organizational skills.
• Proven ability to work independently and manage multiple tasks.
• Competence with cloud-based platforms (Asana, Zoho, Slack, Google Workspace, etc.).
• Strong technological aptitude and ability to learn new systems and tools quickly.
• Strong written and verbal communication skills.
• Prior experience with nonprofit administration, HR, budgeting, and/or financial processing
• Demonstrated initiative and reliability.
• Available on a weekly basis to work a minimum of 10 hours/week (up to 20 on some weeks).
• Eligible to work in the US without sponsorship.

Compensation and Terms

• Position Type: Part-time, hourly, remote.
• Hours: Approximately 10–20 hours per week, with flexibility based on workload.
• Compensation: Hourly rate within the organizational pay scale, starting at $24-$28 per hour commensurate with experience.
• Benefits: Not eligible for benefits due to part-time status.

How to Apply

Interested applicants should use this application portal – www.REEF.org/job-application. In addition to questions on the form, applicants will upload a combined PDF document with their resume, cover letter, and names of references, to the attention of Martha Klitzkie, Co-Executive Director: Strategy & Operations. Applications will be reviewed starting October 22. The position will remain open until filled. Immediate start date is desired, with flexibility for the right candidate. Applicants must be eligible to work in the US without sponsorship.

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About REEF

REEF (Reef Environmental Education Foundation) is a nonprofit grassroots organization dedicated to conserving marine environments worldwide. REEF engages the public through citizen science, education, and partnerships with the scientific community to inspire curiosity, connection, and action in marine conservation.

Founded over 30 years ago, REEF’s mission is to protect biodiversity and ocean life. With a commitment to hands-on science, public engagement, and collaboration, REEF operates a range of innovative programs that connect people with the ocean and inspire stewardship.

REEF’s place-based facility, known as the REEF Campus, is in Key Largo, Florida—a historic and dynamic space that includes REEF’s Administrative offices, a classroom building, Native Plants and Heritage Trail, and the new Ocean Exploration Center for Marine Conservation, which opened in June 2025. This state-of-the-art visitor and education center features a seminar space, flexible exhibits, and immersive learning environments designed to bring REEF’s mission to life for visitors of all ages. It is open 6 days a week and is free for all to enjoy.

Commitment to Diversity, Equity, and Inclusion

Diversity is at the heart of REEF’s mission. As the ocean thrives through its diversity of life, so too must REEF reflect diversity in our people, programs, and partnerships. We are committed to creating an inclusive environment that values diverse perspectives, experiences, and backgrounds within our team and across the communities we serve.

REEF is an Equal Opportunity Employer and encourages individuals from all backgrounds to apply.