Administrative Assistant

Part-time independent contractor (1099) · Remote · 5–10 hours per week

Reports to: Jonathan Hutton · Status: Draft for board review, 15 September 2026

Two figures need board sign-off before this is posted. The hourly rate below is a market range, not an approved number, and the application address is a placeholder. Both are marked [CONFIRM].

About the Cloudbase Foundation

The Cloudbase Foundation is a 501(c)(3) nonprofit (EIN 27-1359927) that funds locally-led community projects near paragliding and free-flight sites in the developing world. Since 2010 we have raised more than $1 million for projects in education, health, community, and infrastructure, and we currently run 20+ active projects across seven countries.

We are governed and run by a volunteer board. There is no staff.

Why this role exists

The work that keeps a foundation trustworthy is recurring and unglamorous: donations get recorded, minutes get written, receipts get filed, deadlines get met. All of it currently sits with volunteer board members who have day jobs, so it happens late, in bursts, or not at all.

We don't need someone senior to set direction. We need someone dependable to take this work off the board's hands and run it on a schedule.

What you would own

At 5–10 hours per week this role cannot be open-ended, so it is deliberately ordered. Board support and communications are the job. The third and fourth areas are a specific, short list of recurring deliverables rather than whole functions.

1. Board and governance support — core

• Circulate meeting agendas ahead of board meetings and take clear, concise minutes
• Track action items between meetings and chase the owners before the next one
• Maintain a filings calendar — IRS Form 990, state charitable registrations, annual reports — so nothing arrives as a surprise
• Keep our document space organized and current

2. Communications production — core

• Build and schedule one donor newsletter per month from copy and content provided
• Collect photos, receipts, and progress updates from project partners for donor reporting, and follow up when they go quiet
• Make routine content updates to our websites through the content editor (no coding required)

3. Donor and gift administration — named deliverables

• Import GiveLively donation exports into our CRM on a regular cadence and keep donor records clean and de-duplicated
• Maintain our email lists: new signups, unsubscribes, corrections, and the hygiene that keeps us out of spam folders
• Flag anything that looks wrong — a gift with no project attached, a donor whose totals moved unexpectedly, a duplicate that slipped through

4. Finance and compliance administration — named deliverables

• One bookkeeping pass per month: categorize transactions and reconcile against donation records
• Process reimbursements
• Prepare matching-grant and disbursement paperwork for board approval

What we need from you

Requirements

• Technically capable and quick to learn new tools — comfortable in a CRM, a spreadsheet, and a web admin panel without needing to be walked through it twice
• Experience with database or CRM work, and genuine care when handling donor records. Much of what you touch is personal information about people who trusted us with it
• Bookkeeping experience — categorizing transactions, reconciling, and keeping documentation that would survive an audit
• Meticulous attention to detail. In this role a transposed digit is not a typo, it is a wrong receipt
• Responsive. You reply, you confirm, and you say so early when something will not be ready
• Excellent written communication — clear, warm, and brief, whether the reader is a donor, a board member, or a project partner abroad
• Experience supporting executives or senior leaders on high-priority deliverables, and sound judgment about what to escalate versus what to handle

Preferred

• A connection to the free-flight community — paragliding, hang gliding, or adjacent
• Prior nonprofit experience, particularly with donor records, board support, or state and federal filings

How we work

Remote and asynchronous, on Google Workspace. Donation and donor records live in our own CRM, email campaigns in our own mailing platform, books in QuickBooks, and internal documents in a version-controlled document space. You do not need to have used our specific tools — you do need to be the kind of person who reads the interface and figures it out.

You would have a standing weekly check-in with Jonathan, and otherwise work on your own schedule against agreed deadlines.

Because this role handles donor personal information and financial records, confidentiality is a condition of the engagement.

To apply

Send a short note, your résumé, and one example of a recurring process you kept on the rails — what it was, how you tracked it, and what would have slipped without you — to [CONFIRM: application email address].

We read everything that arrives and will reply either way.