Administrative Assistant

Boys and Girls Clubs of the Antelope Valley • Lancaster, CA

4d

About The Position

The Administrative Assistant provides essential administrative and organizational support to the Executive Director and Operations Leadership Team to support efficient daily operations across the Antelope Valley Boys & Girls Club. The role maintains organizational calendars, coordinates communications, organizes reports and safety-related documentation, tracks administrative deadlines, and supports operational projects and initiatives. The ideal candidate is organized, detail-oriented, proactive, and professional, with strong written and verbal communication skills, Google Workspace proficiency, and the ability to manage multiple priorities. The role also supports data-related projects and identifies opportunities for continuous improvement.

Responsibilities include executive and operations leadership support; meeting and schedule coordination; preparation of agendas, notes, presentations, correspondence, and documentation; calendar management across departments and Club sites; professional communications with staff and external stakeholders; tracking reports, safety documentation, and administrative requirements; maintaining digital records and data resources; project and event coordination; and general operational assistance. The position may involve travel between Club locations using a personal or Club vehicle, with eligible work-related mileage reimbursed under organizational policy.

This is a full-time, non-exempt hourly position, scheduled Monday through Friday, 9 a.m. to 6 p.m., with occasional evenings, weekends, or additional hours as organizational needs require. The position reports to the Executive Director and Operations Leadership. The listed pay rate is $23–$27, based on qualifications and experience. Employment is at will.

Requirements

• Must be at least 18 years of age and possess valid identification.
• Must have reliable transportation and be able to report to work at scheduled times.
• Must possess and maintain a valid California driver's license and a driving record that meets the organization's insurance carrier requirements.
• Must be available for additional hours, including occasional evenings or Saturdays, as operational needs require.
• CPR certification for adults, children, and infants is preferred, or the ability and willingness to complete certification within the first month of employment.
• Must successfully complete required background screening, tuberculosis clearance, and drug screening in accordance with applicable law and organizational policy.
• Bachelor's degree in a relevant field or an equivalent combination of education and professional experience.
• Proficiency in Google Workspace, including Gmail, Google Calendar, Google Drive, Google Docs, Google Sheets, and Google Forms.
• Excellent written and verbal communication skills and ability to produce clear, accurate, professional correspondence.
• Strong organizational skills, attention to detail, and ability to manage competing priorities and deadlines.
• Ability to work independently, demonstrate initiative, and follow through on assigned responsibilities.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Experience creating and maintaining spreadsheets, administrative trackers, digital records, and shared organizational resources.
• Strong interpersonal skills and ability to communicate professionally with staff, leadership, district partners, and external stakeholders.
• Ability to adapt to changing organizational needs and support process improvements.
• Ability to manage multiple administrative projects while responding to daily organizational needs.
• Ability to communicate clearly in person, by telephone, and electronically.
• Ability to remain seated or standing for extended periods while performing administrative responsibilities.
• Ability to perform essential job functions with or without reasonable accommodation.

Nice To Haves

• Previous experience with a Boys & Girls Club or other youth-serving organization.
• Previous experience in an administrative, executive support, operations, or nonprofit environment.
• Proficiency in Microsoft Office Suite.
• CPR certification covering adults, children, and infants.

Responsibilities

• Provide administrative support to the Executive Director and Operations Leadership Team.
• Coordinate leadership meetings, appointments, schedules, and organizational commitments.
• Prepare agendas, meeting notes, presentations, correspondence, and supporting documentation.
• Track action items, deadlines, and follow-up responsibilities.
• Maintain organized electronic files, shared documents, and administrative records.
• Maintain a centralized calendar for Club activities, meetings, trainings, events, deadlines, and operational priorities.
• Coordinate scheduling across departments, Club sites, and leadership teams, and communicate calendar updates.
• Draft, proofread, edit, and distribute professional communications on behalf of organizational leadership.
• Coordinate announcements, invitations, reminders, and follow-up correspondence; respond to inquiries professionally and handle sensitive information with appropriate judgment.
• Organize and track operational reports, safety-related documentation, administrative requirements, and reporting deadlines.
• Support preparation of information for organizational reviews, audits, and reporting, and coordinate safety assessments, training records, and incident documentation.
• Use Google Workspace to support administrative operations and create or maintain spreadsheets, documents, trackers, forms, and other resources.
• Assist with data entry, information collection, report preparation, basic data analysis, and data-related projects.
• Maintain organized digital records and shared filing systems and identify opportunities to improve administrative efficiency and information management.
• Assist leadership with planning, organizing, and tracking projects and initiatives, including timelines, communications, and follow-up between departments.
• Support reports, presentations, proposals, organizational events, meetings, trainings, and community activities.
• Provide general administrative assistance to Club programs and departments and perform other assigned duties supporting organizational needs.
• Travel between Club locations when required; use a personal or Club vehicle as applicable.

Benefits

• Medical insurance: the organization currently covers 100% of the employee-only premium for the designated Bronze Plan; employees pay the cost of spouse and dependent coverage.
• Dental and vision insurance: the organization currently contributes 50% toward employee coverage.
• 401(k) retirement plan.
• Short-term and long-term disability coverage, with the organization currently contributing 50% toward coverage.
• Vacation accrual: 40 hours annually after 1 year of service, 80 hours after 3 years, 120 hours after 6 years, and 160 hours after 10 years.
• 12 paid organizational holidays.
• Employee Assistance Program (EAP).
• California Paid Sick Leave of 40 hours in accordance with applicable law.
• Eligible work-related mileage is reimbursed in accordance with organizational policy.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level