Project Assistant (FRCNCA)

Heluna Health • Alhambra, CA

45d • Hybrid

About The Position

The Project Assistant supports the implementation and day-to-day operations of VALOR (Voces, Acción y Liderazgo Organizado para la Resiliencia), a statewide, Latino-led initiative focused on leadership development, systems feedback, and equity in California’s developmental services system. This role provides administrative, logistical, and coordination support to ensure the successful execution of statewide convenings, trainings, coalition engagement, and grant deliverables. The Project Assistant works closely with the Director of Partnerships and Equity Initiatives to support partnerships with Family Resource Centers, families, self-advocates, community organizations, and state partners.

Requirements

• Bilingual in English and Spanish (written and verbal), required
• Minimum 3–5 years of experience in administrative, program support, or coordination roles.
• Experience supporting community-based programs, trainings, or events.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and deadlines.
• Advanced skills in MS Office (Word, Excel, PowerPoint) and virtual meeting platforms.
• Experience with grassroots organizing or legislative education
• Background check clearance.
• A valid California driver’s license, proof of vehicle insurance, and reliable transportation or the ability to secure timely transportation to perform the essential functions of the job.
• Experience working with disability services, Family Resource Centers, or community-based organizations.
• Familiarity with grant-funded programs and reporting requirements.
• Experience supporting culturally and linguistically diverse communities.
• Basic experience with data tracking, surveys, or evaluation support.
• Expertise with Microsoft Office 365, including PowerPoint and Excel.
• Familiarity with Zoom, MS Teams, and other virtual meeting platforms.
• Must have planning and organizational skills.
• Excellent verbal and written communications skills required.

Nice To Haves

• Experience with CANVA, Survey Monkey, Adobe products, Salesforce desired
• Experience working with statewide initiatives, leadership development programs, or community engagement projects preferred.

Responsibilities

• Provide day-to-day administrative support.
• Assist with scheduling, coordination, and documentation for meetings, trainings, and convenings.
• Maintain organized records of program activities, participant lists, agendas, and materials using FRCNCA Grantmaker system and other electronic programs and systems.
• Support tracking of deliverables, timelines, and reporting requirements.
• Prepare reimbursement and travel approval forms for program directors.
• Provide support with telephone or email inquiries and meeting coordination for executive team members.
• Assist with planning and logistics for in-person statewide convenings and virtual events, including support outreach and engagement of participants for events.
• Coordinates event operations and communications, utilizes Excel and GrantMaker Campaigns to oversee registration, space planning, catering, virtual setups, and attendance reporting.
• Venue logistics and vendor coordination, engagement and timely invoicing and payment.
• Support preparation of materials, interpretation/translation needs, and accessibility accommodations.
• Support communication and coordination with Family Resource Centers and partner organizations.
• Assist with outreach to participants, presenters, and community stakeholders.
• Maintain contact lists and assist with follow-up communications.
• Assist with collection and organization of participation data, surveys, and feedback.
• Support preparation of progress reports, summaries, and internal tracking documents.
• Maintain spreadsheets and databases related to program activities and budgets.
• Assist with tracking participation demographics, geographic representation, and engagement outcomes for contract reporting purposes.
• Assist with preparation and distribution of bilingual (English/Spanish) materials.
• Support coordination with consultants or staff on event materials, announcements, and updates.
• Assist with website updates or digital platforms as needed.
• Communicates effectively across diverse audiences, adapting style for families, self-advocates, partners, and state officials.
• Perform other related duties as assigned.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed