Programs Assistant

Safe Place For Youth • Venice, CA

15h • Hybrid

About The Position

The Programs Assistant works under the supervision of the Chief Program Officer (CPO) and provides support. The Programs Assistant supports the CPO and Directors with a variety of administrative tasks, including but not limited to managing calendars, creating purchase orders and expense requests, corresponding with staff and external stakeholders, and planning meetings and events. To be successful in this role, you should be well-organized, have excellent time management skills, and the ability to work independently with minimal supervision.

Requirements

• High School Diploma required; Bachelor’s degree in a related field preferred. An equivalent combination of education and experience may be considered.
• 1–2 years of administrative experience required; experience working in a nonprofit organization preferred.
• Strong organizational, analytical, project management, and administrative skills, with exceptional attention to detail and the ability to manage competing priorities and meet deadlines.
• Strong written and verbal communication skills and the ability to establish and maintain effective working relationships with diverse individuals and teams.
• Trustworthy and reliable, with a strong sense of integrity and ethics and the ability to maintain discretion and confidentiality.
• Ability to work independently, exercise good judgment, take initiative, and take ownership of assigned responsibilities.
• Proficiency with Microsoft Office and Google Workspace; experience with Slack, Asana, DocuSign, Zoom, and other project management or communication platforms preferred.
• Cultural humility and demonstrated ability to work respectfully and effectively with people from diverse backgrounds and lived experiences.
• Flexible and adaptable, with the ability to respond effectively to changing priorities and program needs.
• Strong problem-solving skills and ability to manage multiple tasks and priorities in a fast-paced environment.
• Valid California driver’s license, reliable personal vehicle, and adequate insurance, if required for the position.

Nice To Haves

• Bachelor’s degree in a related field preferred.
• experience working in a nonprofit organization preferred.
• experience with Slack, Asana, DocuSign, Zoom, and other project management or communication platforms preferred.

Responsibilities

• Provide administrative support to the CPO, Directors, Senior Directors, Deputy, Programs, and SPY workgroups
• Manage CPO’s email and calendar and provide administrative support as needed
• Research, compile, prepare, and review documentation and other materials
• Answer and forward messages from the general SPY phone line and email
• Support routing and coordination of referrals from outside partners
• Conduct onsite and offsite assignments, coordination, purchases, deliveries, and other administrative tasks
• Prepare meeting agendas and materials, attend meetings, and take meeting minutes
• Prepare PowerPoint and/or Canva presentations and other communication materials
• Support Directors, Senior Directors, Deputy, and Programs with administrative needs and special projects
• Support Directors and Programs with credit card reconciliation, check requests, purchasing, and related documentation
• Support event planning and coordination, including logistics, materials, and onsite support
• Assist with preparing internal and external communication materials
• Support Programs with office supply ordering, inventory, and coordination of program needs
• Provide administrative onboarding support, including coordinating keys, phones, business cards, and other staff needs
• Perform administrative work such as scanning, filing, copying, printing, data entry, and maintaining electronic and physical files
• Work closely with the Development team to support donation-related activities, tracking, and documentation as needed
• Attend meetings and events on behalf of the CPO as assigned
• Support the CPO with special projects and provide administrative support for organizational initiatives
• Maintain professionalism, confidentiality, and discretion when handling sensitive information and materials
• Serve as an ambassador of SPY and maintain professional and collaborative relationships with staff, partners, vendors, and other stakeholders
• Perform additional duties as assigned to support SPY’s programs and mission.

Benefits

• comprehensive health coverage
• 403b with agency contribution
• ample paid time off
• professional development opportunities that are tailored to your individual career growth

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED