Executive and Special Projects Assistant

Safe Place for Youth; Los Angeles (CA); Hybrid; USD 63,000 - 77,000; Full time

Benefits offered by this job

Health coverage

403b plan

Paid time off

Professional development

Job summary

Safe Place for Youth in Venice, CA, seeks an Executive and Special Projects Assistant to support the Co-CEOs and leadership team. The role manages calendars, travel logistics, expense requests, vendor coordination, and planning for meetings and events.

Ideal candidates bring 2–3 years of administrative experience, strong organizational skills, and the ability to work with diverse teams while maintaining confidentiality in a hybrid workplace.

Qualifications

• Bachelor’s Degree preferred.
• 2–3 years administrative experience required.
• Strong organizational skills and attention to detail.
• Ability to work with diverse teams and maintain confidentiality.

Responsibilities

• Support the Co-CEOs and leadership team with a range of administrative tasks and special projects.
• Develop strategy for large-scale cross-agency initiatives and site launches/closures.
• Lead internal committee meetings as co-chair and coordinate agendas.
• Assist in budget creation, tracking, and reporting.
• Coordinate travel logistics including flights, hotel, and ground transport.
• Manage Co-CEOs calendars, optimize meeting locations and drive times.
• Schedule meetings and coordinate events at the request of the Co-CEOs.
• Prepare materials for board meetings and take meeting minutes.

Skills

Calendar management

Travel logistics

Budgeting

Vendor coordination

Executive support

Education

Bachelor's Degree

Tools

Microsoft Office

Google Suite

AdobeSign

Canva

Job description

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 needed
• Serve as co-chair for one or more committees as needed
• Given the nature of the work this role must maintain strict confidentiality, exercise discretion, and uphold the integrity of the role
• Other duties and responsibilities as assigned to support the mission of the organization.

Requirements

• Bachelor’s Degree in any related field is preferred.
• 2-3 years of experience as an Administrative Assistant or with completing administrative tasks is required.
• 2-3 years of experience scheduling is preferred.
• 2-3 years of experience working in an office setting is preferred.
• High attention to detail and precision, the person in this role must be able to produce high quality work, requiring minimal revisions
• Strong follow-through, dependability, ability to meet deadlines and work under minimal supervision
• Ability to follow multistep/complex instructions is required.
• Ability to work well with individuals of diverse backgrounds, and to treat all individuals with dignity and respect required
• Must be able to report in person, and on short notice if needed
• 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, honestly, trustworthiness and reliability
• Ability to establish and maintain cooperative and effective working relationships with others.
• Strong knowledge of Microsoft Suite and Google Suite; knowledge of Slack, Asana, DocuSign, Zoom and Teams required
• Strong analytical, writing and organization skills
• Excellent judgment
• Excellent time management skills with a proven ability to meet deadlines
• Strong initiative and leadership skills
• Strong written and verbal communication skills
• Self-starter attitude

Work Environment And Physical Requirements

• Hybrid work, with the ability to report to in person locations upon request.
• Working some nights and weekends may be required.
• 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: All SPY employees are mandated reporters and are legally required to report any reasonable suspicion of child, elder, or dependent adult abuse or neglect.

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.

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.

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.

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 ample paid time off.
• We also offer unique perks including 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.

Note: References may be requested during the hiring process.