Programs Assistant

Description JOB TITLE: Programs Assistant

REPORTS TO: Chief Programs Officer and Interim Chief of Staff

SCHEDULE: Monday-Friday (8:00am-4:30pm)

LOCATION: Venice, CA, Access Center (Hybrid)

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

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

SALARY RANGE: $25.00-$26.45/hr

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 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.

What You’ll Do

• 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.

Requirements WHAT YOU’LL NEED:

• 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….