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VERDUGO STRATEGIES

ADMINISTRATIVE ASSISTANT: JOB DESCRIPTION

SUMMARY

Verdugo Strategies is a progressive campaign consulting organization whose mission is to collaborate with our clients to empower people who are working to create a better world through civic engagement, community mobilization, and strategic advocacy. Our past work has included presidential campaigns, key US Senate and Gubernatorial elections, and important issue-based advocacy efforts to create positive, progressive change.

The Administrative Assistant provides crucial administrative, recordkeeping, and financial data entry support to the Director of Financial Operations during a high-volume election cycle ending December 31, 2026. This temporary role assists with daily correspondence management, processing financial documentation, coding receipts and expenses, and supporting overall operational efficiency across multiple client entities.

REPORTING & ROLE PURPOSE

Reporting directly to the Director of Financial Operations, the Administrative Assistant serves as administrative support within the Operations Department. This role ensures daily financial workflows run smoothly, incoming mail and requests are promptly routed, and financial records remain organized, accurate, and up to date.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Mailbox & Correspondence Management: Regularly check, monitor, and manage the digital mail platforms. Review incoming correspondence, identify urgent requests, and efficiently forward messages and files to the appropriate staff or departments.
• Financial Data Entry & Expense Coding: Review, organize, and enter financial data into accounting software or tracking spreadsheets. Accurately code receipts, credit card transactions, vendor invoices, and expense reports according to organizational chart-of-accounts guidelines.
• Digital Filing & Documentation: Maintain clean, confidential, and well-organized digital filing systems for receipts, contracts, tax forms, and financial records. Assist with missing-receipt follow-ups and file audits to ensure audit readiness.
• Operations & Administrative Support: Provide general administrative assistance to the Director of Financial Operations and broader leadership. Assist with scheduling, routine vendor communication, and support special projects as requested by the Director of Financial Operations or Operations leadership.

SUCCESS CRITERIA

• Data Integrity & Coding Accuracy: Maintains a near-zero error rate in expense coding, receipt matching, and financial data entry. Demonstrates high attention to detail when cross-checking figures and documentation.
• Communication & Turnaround Speed: Checks online mailboxes consistently throughout the day and forwards messages or inquiries to the correct team members within 24 hours.
• High Integrity & Discretion: Acts with strict confidentiality, honesty, and professional ethics when handling sensitive organizational funds, bank details, and vendor/personnel data.
• Solutions-Oriented Initiative: Demonstrates ability to manage tight deadlines independently, flags missing receipts or documentation gaps early, and follows up proactively.

QUALIFICATIONS

Required Knowledge, Skills, Abilities, and Qualifications

• Demonstrated commitment to progressive causes and enthusiasm for working in a fast-paced environment.
• Strong organizational skills and high comfort level working with numbers, data entry, and detailed financial spreadsheets.
• High proficiency with Google Workspace (Docs, Sheets, Drive), Microsoft Office, and web-based tools.
• Proven ability to handle confidential information with utmost discretion and professional ethics.

Preferred Experience

• At least 1 year of administrative, bookkeeping, or operations support experience (internships and campaign operations experience qualify).
• Prior experience coding receipts/expenses or working with accounting tools (e.g., QuickBooks, Expensify, Ramp, or similar platforms).
• Previous experience working within progressive political campaigns, non-profits, or community organizations.

Mandatory Requirements

• Communication Tools: Must have easy access to a reliable laptop, smartphone, and a stable internet connection for regular professional communication and performing duties.

Mandatory Requirements

• Communication Tools: Must have easy access to a reliable laptop, smartphone, and a stable internet connection for regular professional communication and performing duties.

WORK ENVIRONMENT

This role operates in a remote workspace, with possible travel to on-site dynamic field office environments and in various community settings. It requires the ability to work long hours and/or weekends, especially during peak campaign phases.

PHYSICAL REQUIREMENTS

The employee must be able to sit for periods of data entry and stand for extended periods during remote trainings and/or performing the duties of this position. While performing the duties of this job, the employee is regularly required to use a computer and/or smartphone and participate in frequent voice or video calls.

EMPLOYMENT PRACTICES

At Verdugo Strategies, we value diversity and always treat all employees and job applicants based on merit, qualifications, competence, and talent. We do not discriminate on the basis of or traits historically associated with race; color, religion, religious creed, national origin, ancestry, citizenship, physical or mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran and/or military status, domestic violence victim status, political affiliation, and any other status protected by state or federal law.

DEADLINE
This posting will remain active until the applicant pool is filled. Candidates are strongly encouraged to apply as soon as possible.