Executive and Special Projects Assistant

Description:

JOB TITLE: Executive and Special Projects Assistant

REPORTS TO: Co-Chief Executive Officers

SCHEDULE: Monday-Friday (9:00am-5:30pm)

LOCATION: Venice, CA, Access Center (Hybrid)

STATUS: Full-Time, 40 hrs/wk, Exempt

DRIVER POSITION: Yes [If yes, please reference driving policy]

SALARY RANGE: $70,304 Annually

ABOUT US:

Safe Place for Youth (SPY) is the leading service provider for youth experiencing or at-risk of homelessness in West Los Angeles. Founded in 2011, our agency offers trauma-informed, low barrier programs that support young people in exiting the streets and achieving stability. Our robust continuum of care includes street outreach, drop-in services, health and wellness programming, case management, education and employment services, and housing programs.

SPY is a unique social impact agency that values community collaboration, and a deep commitment to the wellbeing of youth. If you have the skills, passion, and collaborative spirit, join our growing team

ABOUT THE ROLE:

The Executive and Special Projects Assistant works under the supervision of the Co-Chief Executive Officers. The Executive and Special Projects Assistant supports the organization’s executive leadership team 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, conducting administrative work, and planning meetings and events. To be successful in this role, you must be well-organized, have strong attention to detail and time management skills, and be able to work under minimal supervision.

WHAT YOU’LL DO:

• Support to the Co-CEOs and executive leadership team with a variety of administrative tasks and with special projects.
• Develop strategy for large-scale project management for multiple cross-agency initiatives including but not limited to the launching of new sites and closing of old sites
• Lead in the development of internal committee meetings by acting as co-chair
• Assist in the creation of budgets, budget management and tracking
• Make decisions about various topics including but not limited to needed purchases, choosing vendors, training materials, project planning, site operational needs etc.
• Coordinate Co-CEOs travel logistics including flights, hotel, ground transportation etc.
• Manage the Co-CEOs calendar, paying special attention to meeting locations, allowing for drive time, etc.
• Schedule internal and external meetings and coordinate events/activities at the request of the Co-CEOs.
• Assist with preparing materials for board meetings, including board packet, agendas, taking meeting minutes, compiling data
• Assisting with real estate acquisition process, coordinating bids, liaising with vendors and brokers etc.
• Join in person meetings or site walk throughs on behalf of the Co-CEOs
• Lead and plan all staff meetings and retreats
• Assist in creating a safe and ethical workplace by facilitating SPY safety committee and creation of safety handbook
• Support with projects requiring research and data gathering, as needed
• Support with fundraising of external facing events, as needed
• Make strategic communication decisions in to support correspondence on behalf of the Co-CEOs
• Participate in/coordinate other meetings as directed or when deem fit: generate agendas, record minutes, and support with follow-up and deliverables
• Complete credit card reconciliation, expense request forms, process reimbursements, and execute contracts
• Assist with tasks requiring knowledge of technology platforms, such as Google suite, Microsoft Office, AdobeSign, Canva, etc.
• Develop and implement organizational policies, standard operating procedures, and communication materials, including internal guides and public-facing flyers
• Support the Co-CEOs with donor stewardship activities, communications, coordination of tours, updating donor database
• Serve as an ambassador for SPY and the Co-CEOs, exhibiting professionalism, and high attention to detail
• Assist with cross departmental and external projects and activities
• Provide coverage or take on special assignments to support the organization, as needed
• Perform administrative duties such as printing, scanning, filing, making copies, entering data, etc.
• Make deliveries and pick-ups as needed, such as retrieving the mail from the post office, or purchasing meeting refreshments, if nee…