Administrative Assistant
Lancaster, CA
POSITION: Administrative Assistant
REPORTS TO: Executive Directors
PRIMARY FUNCTION:
The Administrative Assistant plays a vital role in supporting the efficient operation of our organization. This position requires a highly organized, detail-oriented, and proactive individual who can assist the Executive Directors in managing administrative tasks, communications, and project coordination to help further our mission.
KEY ROLES (Essential Job Responsibilities):
1. Administrative Support:
- Manage the Executive Director's calendar, schedule appointments, and coordinate meetings.
- Prepare and organize documents, reports, and presentations for internal and external stakeholders.
- Handle phone calls, emails, and other forms of communication on behalf of the Executive Director.
- Assist in maintaining organizational records and files.
2. Communication and Correspondence:
- Draft, proofread, and edit correspondence, memos, and reports.
- Facilitate communication between the Executive Director and staff, board members, donors, and partners.
- Respond to inquiries and requests in a timely and professional manner.
3. Project Coordination:
- Collaborate with program managers and staff to support the execution of afterschool programs and events.
- Assist in project planning, tracking progress, and meeting deadlines.
- Help with grant application processes, including research, writing, and submission.
4. Data Management:
- Maintain accurate and up-to-date databases of donors, volunteers, and stakeholders.
- Generate reports and analyze data as needed to support decision-making.
5. Community Outreach and Event Support:
- Assist in organizing and coordinating fundraising events, workshops, and community outreach activities.
- Handle logistics, invitations, registrations, and post event follow-up.
6. Other Duties as Necessary
QUALIFICATIONS: Expectations
- Must be at least 18 years of age and have valid identification
- Work experience with a Boys & Girls Club or other youth serving organization preferred.
- Must have reliable transportation, valid driver’s license, and the ability to get to and from work at the scheduled times.
- The Club has a mandatory overtime policy when required. This could extend your workday and/or may require working on Saturdays as needed. You must be available for this type of work schedule.
- CPR Certification (Adult, Child, Infant preferred), or attend and successfully complete certification within first month of employment.
- Must pass a background check, TB and drug test.
Education/Skills
- Bachelor's degree in a relevant field or equivalent work experience.
- Strong organizational skills with a keen attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite and other relevant software.
- Ability to handle confidential information with discretion.
- Strong interpersonal and teamwork skills.
- Previous experience in a nonprofit organization or administrative role is a plus.
Physical Requirements/Work Environment
- Maintain a high energy level and positive representation.
- Be comfortable performing multi-faceted projects in conjunction with day-to-day activities.
- Must be able to work in loud environments and communicate clearly.
- Stand for four plus hours per day.
- Stoop, bend, climb, and walk