Administrative Associate

About the Role

The Administrative Associate is an entry-level, non-exempt position that provides data, systems, and administrative support across the Budget Center. This role helps maintain Salesforce records, pull reports, publish digital content, organize internal systems, and support organizational infrastructure. The Associate works closely with team members across development, communications, and outreach to ensure information is accurate, systems are up to date, and assigned tasks are completed on time.

This role is ideal for someone who enjoys detail-oriented work, supporting team infrastructure, and learning new systems. While the position includes a range of responsibilities, candidates are not expected to have experience in every area listed. Experience with Salesforce and providing administrative or systems support to teams is required. Training will be provided for tools and responsibilities the selected candidate may not yet be familiar with, and the final scope of duties will reflect the strengths of the hired candidate.

Duties and Responsibilities

Salesforce (CRM) Data Support

• Enter, update, and maintain records in Salesforce, including contacts, opportunities, campaigns, and reports, following established processes.
• Upload partner lists and other data from spreadsheets into Salesforce as directed.
• Support routine data clean-up efforts, including identifying duplicate records, updating contact information, and maintaining consistent naming conventions.
• Assist with running and reviewing reports to support internal tracking and planning.
• Support implementation of recommendations from Salesforce consultants, including attending meetings and completing assigned follow-up tasks.

Data, Reporting & Metrics Support

• Pull recurring reports related to partner engagement, donor activity, and organizational metrics.
• Assist with preparing quarterly and board-related reports by compiling requested data.
• Support basic data organization and formatting for internal summaries and presentations.

Communications & Digital Workflow Support

• Build and send emails using established templates and support ongoing mailing list maintenance.
• Update media lists and pull coverage reports as directed.
• Post publications and press releases to the website in accordance with established procedures.
• Support slide deck formatting and uploading of digital content as assigned.

Administrative & Systems Support

• Assist with tracking legislative contacts, hearings, funder deadlines, and renewal timelines.
• Conduct background research on prospective partners, donors, and funders as assigned, and compile findings for team use.
• Support audits of internal systems, including login records, and grant deadlines.
• Maintain and organize digital files and support periodic file clean-up and documentation projects.
• Provide data entry support for grant tracking systems as assigned.
• Complete scanning and digitization projects and other administrative tasks as directed.

Organizational Collaboration & Equity Practice

• Participate in internal equity-focused efforts and professional development activities, applying learnings to strengthen team collaboration and internal communications practices.
• Engage in and contribute to the Budget Center’s race and gender equity efforts by supporting accurate, inclusive, and well-maintained data and systems.
• Contribute and provide support to organizational initiatives such as Policy Insights, other events hosted by the organization, and internal staff events, as assigned.

Qualifications

To effectively perform this role, an individual must be capable of performing each essential duty satisfactorily. The qualifications listed are representative of the knowledge, skills, abilities, education, and experience necessary. Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions.

Core Skills and Attributes

• Strong commitment to the mission and values of the Budget Center, including advancing social, economic, and racial equity, with an interest in supporting research, data, and administrative systems that contribute to improved outcomes for historically marginalized communities.
• Interest in nonprofit operations, data management, communications support, or administrative coordination.
• Highly detail-oriented with strong organizational skills and the ability to follow established processes accurately.
• Comfortable receiving direction, asking clarifying questions, and completing tasks independently once trained.
• Ability to manage multiple assignments and meet deadlines in a structured, team-based environment.
• Clear and professional written communication skills for internal coordination and basic external support.

Experience and Technical Proficiencies

• Experience working with Salesforce or a similar CRM system required.
• Experience providing administrative, data entry, or systems support in a team setting required.
• Experience organizing and maintaining spreadsheets and digital files.
• Ability and willingness to learn new systems and software platforms with training and support.

We understand that not every individual will possess every characteristic listed in our qualifications. However, if you believe in your ability to excel in this role and feel a strong alignment with our organization's values and mission, we encourage you to apply. Our team values diverse experiences and perspectives and is committed to providing a supportive environment where talents can flourish. Even if you don't meet every criterion, but feel that this is the right fit for you, we would love to hear from you.

Physical and Location Requirements

The Budget Center strives to work with each staff member to provide flexible schedules and accommodate personal obligations in pursuit of creating and maintaining a strong work-life balance and well-being. We provide telework/remote work, in-person/in-office, and hybrid work arrangements.

• Prolonged periods sitting at a desk and working on a computer and using a computer and mouse.
• Occasional travel is required (work travel is fully reimbursable).
• This role is primarily remote, but candidates should be based in a location allowing for occasional in-person attendance at our Sacramento office. While we don't specify a strict distance requirement, it's important that candidates can comfortably travel to the office for initial weekly visits for onboarding and twice a month as they settle into the role.