Executive and Special Projects Assistant (Hybrid)

Job Description

Job Description

Description :

JOB TITLE : Executive and Special Projects Assistant (Hybrid)

REPORTS TO : Chief Executive Officer

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

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

LOCATION : Santa Monica, CA

CELL PHONE : Reimbursement for use

DRIVER POSITION : Yes if yes, please reference driving policy

SALARY RANGE : $66,560 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 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 :

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

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS :

• Prolonged periods of sitting at a desk and working on a computer.
• Changes in the environment, such as the office or outdoors.
• Physical effort / lifting, such as sedentary- up to 15-20 pounds at times.

SPECIAL CONDITIONS :

Mandated Reporting Requirements : The person holding this position is considered a mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.

COVID-19 Vaccination Requirements : Effective August 9, 2021, the State Health Officer has mandated that all workers, paid or unpaid, in homeless services organizations must provide proof of vaccination.

If eligible for a booster shot, proof of booster is also required. If not fully vaccinated, weekly COVID-19 testing is necessary depending on the program.

Please submit proof of vaccination to [email protected]. To request a reasonable accommodation or exemption, please get in touch with HR at the same email address.

It's important to note that these accommodations are limited.

Driver Positions :

Applicants are required to provide a copy of their driving record from the Department of Motor Vehicles, along with a copy of their valid driver’s license and proof of insurance.

Job offers are contingent upon a satisfactory driving record. Examples of an unsatisfactory driving record include :

• Suspended or revoked license
• Three or more moving violations in the past 36 months
• Any violations, including drugs, alcohol, controlled substances, within the past 24 months
• Reckless driving, including hit and runs, within the past 24 months
• At fault accidents, resulting in fatality or serious injury, within the past 5 years

The motor vehicle record will need to include a review of all states listed on the individual's employment application and resume.

See instructions on obtaining your driving record below :

https : / / www.dmv.ca.gov / portal / customer -service / request-vehicle-or-driver-records / online-driver-record-request /

For driver positions, driving is an essential job function and cannot be reasonably accommodated, employment may be discontinued.

NOTE : All staff members will be considered introductory employees for the first three months of employment and will not be considered regular employees until the conclusion of this period.

SPY reserves the right to extend an employee’s introductory period. In no way does the expiration of this introductory period change the fact that all employees are at-will.

It is the supervisor’s responsibility to orient the employee and to communicate the expectations of the supervisor and SPY, as well as to evaluate whether the employee has the necessary level of skill, job knowledge, motivation, and attitude to become a regular member of the SPY staff.

New employees are also encouraged to seek guidance and assistance during this period. Employees who fail to demonstrate the expected commitment, performance and attitude may be terminated at any time during the introductory period.

However, completion of the introductory period does not change or alter the at-will employment status. Employees continue to have the right to terminate their employment / business relationship at any time, with or without cause or notice, and SPY has the same right.

The organization, in its sole discretion, may change the job duties, responsibilities and assignments of any position, at any time.

BENEFITS & PERKS :

Safe Place for Youth offers a competitive benefit package including comprehensive health coverage, 403b with agency contribution, and vacation / sick time.

We also offer unique perks including weekly meditation / mindfulness and professional development opportunities that are tailored to your individual career growth.

EEO STATEMENT :

All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs.

Safe Place for Youth does not discriminate on the basis of any protected status under federal, state, or local law.

Safe Place for Youth is an equal opportunity employer committed to a diverse and inclusive workforce. In addition, the organization will consider employment-qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.

Please include references in your application