Administrative Assistant Travel and Expense Coordinator

ABOUT THE ALLIANCE

The Alliance for Tribal Clean Energy is an Indigenous-led 501(c)(3) nonprofit capacity-building organization supporting the self-determined efforts of Native American tribes to access and deploy federal and other funding streams to build and transition to regenerative clean energy systems as a means to mitigate climate change, diminish poverty, and create thriving economies while protecting Mother Earth for future generations.

The Alliance is focused on hiring and empowering underrepresented talent across all identities. The Alliance is an equal opportunity employer and welcomes all qualified applicants regardless of race, ethnicity, religion, gender, gender identity, sexual orientation, disability status, protected veteran status, or any other characteristic protected by law. We are a diverse team of amazing Native and non-Native human beings who actively work to create an inclusive environment where all our employees can thrive in an environment free from judgment and harassment. An equal opportunity employer, the Alliance consists of a diverse team committed to mitigating bias and lifting barriers. We recognize that diverse experiences, perspectives, and backgrounds enable us to be a stronger company and workplace. Not only will you be welcome here, your unique thoughts and opinions will be encouraged, celebrated, and deeply valued.

Our team values a diverse workplace and strongly encourages Indigenous women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state or federal laws.

Position Summary

The Alliance for Tribal Clean Energy is seeking an experienced, detail-oriented Administrative Assistant: Travel & Expense Coordinatorto join our administrative team. This position is responsible for managing Divvy/Bill.com transaction coding and reconciliation, ensuring accurate financial documentation, and coordinating all travel logistics for staff.

Reporting to the Administrative Manager, with a dotted-line to the CFO, this role plays a key part in maintaining precise financial records and delivering seamless travel experiences. The ideal candidate works independently from project initiation through completion, manages competing priorities under pressure, and handles organizational and tribal matters with the highest level of discretion.

Qualifications

Bachelor’s degree or equivalent combination of education and experience.

Minimum 3 years of relevant work experience, preferably in a nonprofit environment; Tribal nonprofit experience a plus.

Experience with travel planning software (e.g., Navan, TravelPerk) preferred.

Proficiency with Google Workspace (Drive, Docs, Sheets, Calendar, Gmail) required.

Administrative Support

Code and reconcile Divvy/Bill.com purchase card transactions for all cardholders.

Follow up with staff to obtain missing receipts or transaction details in Divvy/Bill.com.

Work with the Staff Accountant and CFO to ensure timely, accurate expense categorization, including class and account assignments.

Track and maintain proper documentation of Divvy/Bill.com spending across all departments and classes.

Support onboarding and offboarding of Divvy/Bill.com cardholders, providing guidance on internal procedures.

Assist with month-end close tasks, including exporting Divvy/Bill.com data.

QuickBooks experience preferred but not required.

Perform other accounting and administrative duties as assigned.

Travel Management

Arrange travel (airfare, lodging, ground transportation) for leadership, staff, and partners as needed.

Track, document, and communicate itineraries, confirmations, and any changes to relevant parties.

Ensure staff members have sufficient Divvy/Bill.com funds for travel.

Work with departmental administrative assistants to collect travel receipts and data from department heads and staff.

Support the Administrative Manager with clerical and operational tasks as needed.

$40,000-$60,000 annually