Executive and Special Projects Assistant (Hybrid)

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 so that they can thrive, not just survive. 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 is committed to overcoming structural barriers to equity, community collaboration, and innovative youth-focused programming. If you have the skills, passion and collaborative spirit, join our growing team of over 100 employees.

SPY strives to attract and develop individuals who reflect a broad spectrum of diversity, including (but by no means limited to) racial, ethnic, gender identity and socioeconomic dimensions. We believe that inclusion of diverse perspectives is essential to achieving long-term, systemic change. We explicitly seek applications from those who self-identify as coming from historically marginalized populations to enrich and elevate our equity-centered approach to problem-solving.

ABOUT THE ROLE:

The Executive and Special Projects Assistant to CEO works under the supervision of the Chief Executive Officer. 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:

Define, maintain and refine internal processes that support to the leadership team, coordinating internal and external resources to expedite workflow

Research and conduct data to prepare documents for review and presentation by board of directors and leadership team

Manage communication between upper management and employees, liaise with internal and partners on various projects and tasks

Monitor SPY general phone line and email account; manage the flow of information in a timely and accurate manner. Open, sort and distribute incoming mail, email and other correspondence.

Monitor budget including tracking expenditures and providing reports. Prepare spreadsheets for budgets, grants or contracts, including tracking and maintaining expenditures and reconciling accounts; use budget tool.

Create purchase orders and expense forms; track and file invoices and expense forms

Participate in meetings as directed: generate agendas, record minutes, and support with follow-up and deliverables. Work with executive team to prepare for board meetings.

Manage the leadership team’s calendars; schedule meetings and events

Support the HR and Operations teams with employee onboarding, facility projects, and other projects as assigned

Perform administrative work such as scanning, filing, making copies, entering data, etc.

Support the company’s executive leadership team in organizational strategy and all other special projects as assigned

Supports Director of Operations in creating a sustainable and vibrant staff culture

Maintain professionalism and strict confidentiality with all materials, and exercise discretion

Other duties and responsibilities as assigned to support the mission of the program and organization.

Requirements

WHAT YOU’LL NEED:

Bachelor’s Degree in any related field is preferred.

2-3 years of experience as a Administrative Assistant is required.

2-3 years of experience scheduling is required.

2-3 years of experience working in an office setting is required.

Reliable transportation is required.

Valid Driver’s License or State ID is required.

An uncompromising sense of integrity and ethics, discretion and confidentiality

A high quality of character and be honest, trustworthy and reliable

Ability to establish and maintain cooperative and effective working relationships with other.

Excellent knowledge of Microsoft Suite and Google Suite; knowledge of Slack, Asana, DocuSign, Zoom and GoToConnect preferred

Strong analytical, writing and organization skills

Excellent time management skills with a proven ability to meet deadlines

Strong initiative and leadership skills

Ability to communicate effectively

Self-starter attitude