POSITION: Administrative Assistant

RATE: $23-$27 (based on qualifications/experience)

DEPARTMENT: Administration / Operations

REPORTS TO: Executive Director and Operations Leadership

EMPLOYMENT CLASSIFICATION: Full-Time, Non-Exempt (Hourly)

WORK SCHEDULE: Monday-Friday, 9am-6pm with occasional evenings, weekends, or additional hours as organizational needs require

PRIMARY FUNCTION:

The Administrative Assistant provides essential administrative and organizational support to the Executive Director and Operations Leadership Team to ensure efficient daily operations across the Antelope Valley Boys & Girls Club.

This position plays a key role in maintaining organizational calendars, coordinating communications, organizing reports and safety-related documentation, tracking administrative deadlines, and supporting operational projects and initiatives.

The ideal candidate is highly organized, detail-oriented, proactive, and professional, with strong written and verbal communication skills, proficiency in Google Workspace, and the ability to manage multiple priorities. This individual will assist leadership in maintaining efficient organizational systems, supporting data-related projects, and identifying opportunities for continuous improvement.

KEY ROLES (Essential Job Responsibilities):

1. Executive and Operations Leadership Support

• Provide administrative support to the Executive Director and Operations Leadership Team.

• Coordinate leadership meetings, appointments, schedules, and other organizational commitments.

• Prepare agendas, meeting notes, presentations, correspondence, and supporting documentation.

• Track assigned action items, deadlines, and follow-up responsibilities.

• Maintain organized electronic files, shared documents, and administrative records.

• Support leadership with daily administrative responsibilities, special projects, and organizational priorities.

2. Organizational Calendar and Scheduling

• Maintain and organize a centralized organizational calendar for Club activities, meetings, trainings, events, reporting deadlines, and operational priorities.

• Coordinate scheduling across departments, Club sites, and leadership teams.

• Communicate upcoming meetings, deadlines, and important calendar updates to appropriate personnel.

• Assist with scheduling site visits, organizational trainings, professional development, and other operational activities.

• Support consistent scheduling and calendar management practices throughout the organization.

3. Professional Communication and Correspondence

• Draft, proofread, edit, and distribute professional emails, letters, memos, reports, and other communications on behalf of organizational leadership.

• Support effective communication between Executive Director, operations leadership, staff, board members, district partners, parents and community stakeholders.

• Assist in coordinating organizational announcements, meeting invitations, reminders, and follow-up correspondence.

• Maintain a high standard of professionalism, accuracy, clarity, and confidentiality in all communications.

• Respond to inquiries and requests in a courteous, timely, and professional manner.

• Exercise appropriate judgment when communicating sensitive or confidential organizational information.

4. Reporting, Documentation, and Safety Coordination

• Assist with the organization, tracking, and timely completion of operational reports, safety-related documentation, and administrative requirements.

• Maintain tracking systems for reporting deadlines, outstanding documentation, and required follow-up.

• Support the collection, organization, and preparation of information for organizational reviews, audits, and reporting.

• Assist with administrative coordination related to safety assessments, training records, incident documentation, and other organizational safety requirements.

• Monitor assigned reporting and documentation timelines and communicate outstanding items to appropriate leadership.

• Help ensure organizational records are accurate, organized, and accessible to authorized personnel.

5. Data Management and Technology Support

• Utilize Google Workspace, including Gmail, Calendar, Drive, Docs, Sheets, and Forms, to support daily administrative and organizational operations.

• Create and maintain spreadsheets, shared documents, trackers, forms, and other administrative resources.

• Assist with data entry, information collection, report preparation, and basic data analysis.

• Support leadership with data-related projects, reporting improvements, and enhancements to existing organizational systems.

• Maintain organized digital records and shared filing systems.

• Identify opportunities to improve administrative efficiency through technology, standardized processes, and improved information management.

• Demonstrate flexibility and willingness to learn new software, platforms, and organizational systems.

6. Project Coordination and General Operations Support

• Assist leadership with planning, organizing, and tracking organizational projects and initiatives.

• Coordinate administrative tasks, project timelines, communication, and follow-up between departments.

• Support preparation of reports, presentations, proposals, and materials for internal and external stakeholders.

• Assist with organizational events, meetings, trainings, and community activities as needed.

• Provide general administrative assistance to support the efficient operation of Club programs and departments.

7. Other Duties as Necessary

• Perform additional duties as assigned to support the mission, leadership, and operational needs of the Antelope Valley Boys & Girls Club

 QUALIFICATIONS:

General Requirements

• Must be at least 18 years of age and possess valid identification.

• Previous experience with a Boys & Girls Club or other youth-serving organization preferred.

• Must have reliable transportation and the ability 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.

• Position may require travel between Club locations using a personal or Club vehicle. Eligible work-related mileage will be reimbursed in accordance with organizational policy.

• Must be available to work additional hours, including occasional evenings or Saturdays, as operational needs require.

• CPR certification (Adult, Child, and Infant preferred), or 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.

 Education, Experience, and Skills

• Bachelor's degree in a relevant field or equivalent combination of education and professional experience.

• Previous experience in an administrative, executive support, operations, or nonprofit environment preferred.

• Proficiency in Google Workspace, including Gmail, Google Calendar, Google Drive, Google Docs, Google Sheets, and Google Forms.

• Excellent written and verbal communication skills, with a demonstrated ability to produce clear, accurate, and 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 the ability to communicate professionally with staff, leadership, district partners, and external stakeholders.

• Ability to adapt to changing organizational needs and support ongoing process improvements.

• Proficiency in Microsoft Office Suite preferred.

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT

• Maintain a professional demeanor, positive attitude, and high level of engagement.

• Ability to manage multiple administrative projects while responding to daily organizational needs.

• Ability to work in active environments, including Club sites where noise levels may be elevated.

• Ability to communicate clearly in person, by telephone, and electronically.

• Ability to remain seated or standing for extended periods while performing administrative responsibilities.

• May require occasional walking, bending, stooping, and movement between Club locations.

• Ability to perform essential job functions with or without reasonable accommodation.

BENEFITS & COMPENSATION: 

Antelope Valley Boys & Girls Club offers a competitive compensation and benefits package for eligible employees, including:

• Medical Insurance: AVBGC currently covers 100% of the employee-only premium for the designated Bronze Plan. Employees are responsible for the cost of spouse and dependent coverage.

• Dental & Vision Insurance: AVBGC currently contributes 50% toward employee coverage.

• 401(k) Retirement Plan

• Short-Term and Long-Term Disability: AVBGC currently contributes 50% toward coverage.

• Vacation Accrual:

  • 40 hours annually after 1 year of service

  • 80 hours annually after 3 years of service

  • 120 hours annually after 6 years of service

  • 160 hours annually after 10 years of service

• Paid Organizational Holidays (12)

• Employee Assistance Program (EAP)

• California Paid Sick Leave (40 hours) in accordance with applicable law.

Benefit eligibility, coverage, contributions, and plan terms are governed by applicable benefit plan documents and organizational policies and may be modified as permitted by law.

AT-WILL EMPLOYMENT

Employment with Antelope Valley Boys & Girls Club is at will. Either the employee or AVBGC may terminate the employment relationship at any time, with or without cause or advance notice, subject to applicable law.

JOB DESCRIPTION DISCLAIMER:

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to represent a comprehensive inventory of all duties, responsibilities, and qualifications required.

Management reserves the right to modify responsibilities, assignments, schedules, reporting relationships, and operational expectations based on organizational needs.