Communications and Administrative Assistant

Organization Description: The Ceiba Foundation for Tropical Conservation is a small Madison-based 501(c)(3) nonprofit organization dedicated to protecting threatened tropical ecosystems. Ceiba (pronounced “Say-ba”) has multiple ongoing projects in Ecuador, including habitat conservation, reserve management, and local and international field education programs, as well as rural development and teacher training. Our U.S. office is in Madison, WI but most of our project staff work out of our office in Manabí, Ecuador.  

Ceiba’s Mission: Connecting tropical nature and sustainable livelihoods through habitat conservation and environmental education

Job Description:The Ceiba Foundation for Tropical Conservation is seeking a full-time Communications and Administrative Assistant to support both outreach and operations for our U.S.- and Ecuador-based programs. This dynamic position combines responsibilities in communications, nonprofit administration, and program coordination, offering a unique opportunity to contribute across multiple areas of a small, mission-driven organization. The successful candidate will help tell the story of Ceiba’s impact by creating and managing engaging content for social media, newsletters, and our website; coordinating with our Ecuadorian communications team; translating materials between English and Spanish; and promoting key programs including our study abroad offerings, EduTours, and the Seeds of Sustainability small grants initiative.

At the same time, the role includes vital administrative responsibilities such as coordinating study abroad and grant applications, maintaining internal databases, assisting with donor communications and fundraising efforts, and supporting general office functions. The Communications and Administrative Assistant will also receive training to serve as interim administrator during a six-week maternity leave, gaining hands-on experience in program management, fundraising, and donor relations. As part of a small and collaborative team, this role offers flexible scheduling, mostly remote work, and the chance to grow professionally while advancing Ceiba’s mission to connect tropical nature with sustainable livelihoods through habitat conservation and environmental education.

Are you a good fit? We are seeking someone who shares our heartfelt commitment to environmental conservation and is eager to contribute to the growth and mission of a small nonprofit. The ideal candidate is creative, organized, self-motivated, and dependable, with the ability to manage multiple tasks and work independently with intermittent supervision. You should have strong written and visual communication skills, be comfortable creating compelling content across platforms, and enjoy the challenge of balancing both creative and administrative responsibilities. A background or degree in communications, environmental studies, nonprofit management, marketing, journalism, or graphic design is preferred, along with proficiency in tools like Microsoft Word, Excel, WordPress, Squarespace, and Canva. Familiarity with database management, website updates, donor communications, and online fundraising is a plus. Candidates must be proficient in Spanish as we conduct most of our meetings with Ceiba’s Ecuadorian based staff in Spanish and experience or familiarity with Ecuador or Ceiba’s work is a plus. If you’re excited to learn how a nonprofit operates behind the scenes and want to play a key role in both outreach and program support, we’d love to hear from you.

Specific Qualifications

• Spanish language proficiency (reading, writing, and speaking at an intermediate level or higher)
• Excellent written and verbal communication skills, with an ability to tailor messages for students, partners, donors, and diverse audiences
• Strong organizational skills and high attention to detail for managing applications, donor records, and internal databases
• Proficiency with Microsoft Office (especially Word and Excel), and familiarity with cloud-based tools like Google Workspace
• Experience managing social media platforms (Instagram, Facebook, Threads, LinkedIn, WhatsApp), and email marketing platforms (e.g., Benchmark)
• Familiarity with graphic design, publishing, and/or video editing tools such as Canva, Adobe Creative Suite (Photoshop, InDesign, Illustrator, Premiere Pro, Rush), YouTube, or Vimeo
• Experience with website platforms including WordPress and Squarespace (basic HTML a plus)
• Experience with or interest in grant writing, reporting, and grant tracking
• Ability to work independently, manage time effectively, and maintain productivity while working remotely
• Comfort with video conferencing platforms (Zoom, Google Meet) and virtual collaboration
• Openness to feedback and ability to revise communications and media products accordingly
• Interest or experience in nonprofit operations, fundraising, donor engagement, or online marketing tools
• Professional demeanor and discretion when handling sensitive information
• Familiarity with Ecuadorian culture, geography, or environmental issues is a plus
• Availability to serve as interim administrator for a 6-week period in fall 2025 (training provided in advance)