Hybrid Program & Operations Specialist – LA

Next Level Strategies; Los Angeles (CA); Hybrid; USD 28,000 - 40,000; Part time

Job summary

Confidential in Los Angeles, CA is seeking a proactive Program and Operations Assistant to support program leadership and the broader team. This 20-hour-per-week role offers flexibility with potential to increase to 30 hours during busy periods, and requires occasional onsite work at LA-area sites including juvenile facilities.

Responsibilities include managing documents, coordinating with artists and staff, scheduling, and ensuring timely execution of events.

Qualifications

• 2–3 years of experience in a program and operations assistant or similar administrative/program support role.
• Demonstrated ability to manage timelines, track multiple priorities, meet deadlines, and follow tasks through to completion.
• Strong project ownership, including the ability to anticipate needs, confirm readiness for events, follow up on outstanding items, and communicate potential delays early.
• At least one year of experience using Airtable and Slack, with the ability to navigate these tools confidently.
• Strong organizational, time management, communication, and problem-solving skills.
• A proactive, dependable work style and the ability to work independently in a remote environment with minimal supervision.

Responsibilities

• Manage program documentation, participant records, attendance, and digital files across all program sites, ensuring accuracy and timely completion.
• Coordinate with teaching artists, site staff, parents, and partners to communicate updates, collect materials, and ensure timely follow-through.
• Manage calendars, scheduling, travel arrangements, meetings, and event logistics, including occasional screenings and special events.
• Conduct periodic onsite visits to juvenile facilities in Los Angeles County. Accompany program leadership during visits and independently cover a facility when needed.
• Track deadlines, manage task lists, and follow projects through to completion, proactively identifying outstanding items and addressing potential delays.
• Coordinate event and program preparation by confirming materials, equipment, and logistics are ready in advance and following up on missing items.
• Track and maintain inventory of technology, equipment, and program materials.
• Monitor program communications and relay important updates, including incidents, cancellations, and schedule changes.
• Maintain organizational inboxes, meeting notes, task trackers, and follow-up documentation.
• Support the planning and facilitation of program events, including the annual screening, financial literacy workshops, field trips, and potential fundraising and tabling events.
• Create and update internal documents, templates, checklists, and workflows to support efficient operations.
• Handle sensitive information with discretion and maintain confidentiality.
• Provide general administrative and operational support to facilitate successful program implementation and organizational effectiveness, taking on additional responsibilities and evolving duties as programs and organizational needs grow.

Skills

Project ownership

Communication

Time management

Organization

Problem solving

Independence

Tools

Airtable

Slack

Google Workspace

Canva

Mailchimp

AI tools

Job description

Confidential in Los Angeles, CA is seeking a proactive Program and Operations Assistant to support program leadership and the broader team. This 20-hour-per-week role offers flexibility with potential to increase to 30 hours during busy periods, and requires occasional onsite work at LA-area sites including juvenile facilities.

Responsibilities include managing documents, coordinating with artists and staff, scheduling, and ensuring timely execution of events.