Office Assistant / Executive Assistant

YOUTHNET; City of Mount Vernon (NY); Hybrid; USD 17,000 - 23,000; Part time

Benefits offered by this job

EAP

Dental

Pet insurance

Paid time off

Holidays

Job summary

Youthnet is seeking an organized, service-oriented Office Assistant to provide essential administrative support to our Executive Director and leadership team. The role focuses on coordinating calendars, supporting board activities, and maintaining organized records to keep the organization running smoothly.

The ideal candidate is proactive, detail-oriented, and adaptable, comfortable in a busy environment and able to balance priorities while delivering reliable administrative support to advance

Qualifications

• High School diploma or equivalent.
• Experience in administrative, office support, executive assistant, customer service, or similar role is preferred.
• Experience coordinating calendars, meetings, events, or office operations is beneficial.
• Strong organizational and communication skills are essential.
• Equivalent combinations of education, experience, and demonstrated skills will be considered.

Responsibilities

• Coordinate organizational and leadership calendars, including scheduling meetings and managing calendar details for the Executive Director and other leaders as assigned.
• Assist with email organization, correspondence, follow-up, and other administrative needs for the Executive Director and leadership team.
• Prepare and organize monthly Board of Directors meeting materials, including agendas, slideshows, executive reports, and meeting folders.
• Coordinate with the Executive Director and Board of Directors Secretary to prepare presentation materials, format meeting minutes, and verify accuracy.
• Maintain organized Board of Directors folders and records, ensuring approved meeting minutes, agendas, slideshows, executive reports, and supporting documents are accurately stored and accessible.

Skills

Organizational skills

Communication skills

Calendar coordination

Administrative support

Education

High School diploma or equivalent

Tools

Google Workspace

Shared drives

Document control

Job description

Description

About Youthnet

Youthnet is a nonprofit agency committed to serving children, youth, and families across Western Washington. Our programs focus on supporting youth and families involved with or at risk of involvement in our state foster care system. Ultimately, we are working together to create opportunities for healing from the past and promoting hope for the future.

Our Mission, Vision, & Values

Mission: Youthnet partners with young people and their families navigating systems of care, providing support that fosters hope, belonging, and the confidence to shape their own future

Vision: Connected families, empowered youth, flourishing communities.

At Youthnet, we value:

• Empowerment We uplift young people and families through collaboration and advocacy.
• Belonging We prioritize relationships, inclusiveness, and community in all of our work. We recognize that every individual needs authentic connection to flourish.
• Hope We know people provided with dignity, respect, and encouragement will create a future they believe in.
• Accountability We create an environment that nurtures integrity, transparency, and ongoing learning for ourselves and those we have the privilege to serve.

The Opportunity

Youthnet is seeking an organized, service-oriented Office Assistant to provide essential administrative support to our Executive Director and leadership team. This role helps keep our organization running smoothly by coordinating calendars and meetings, supporting board activities, maintaining organized records, and assisting with the day-to-day details that allow our team to focus on serving young people and families.

The ideal candidate is proactive, detail-oriented, and adaptable, someone who enjoys bringing order to a busy environment, anticipates needs, and follows through on commitments. They bring a helpful, solutions-focused approach to their work, can balance competing priorities with confidence, and understand that reliable administrative support is an important part of advancing Youthnet's mission.

Key Responsibilities

Executive & Leadership Support

• Coordinate organizational and leadership calendars, including scheduling meetings and managing calendar details for the Executive Director and other leaders as assigned.
• Assist with email organization, correspondence, follow-up, and other administrative needs for the Executive Director and leadership team.
• Prepare and organize monthly Board of Directors meeting materials, including agendas, slideshows, executive reports, and meeting folders.
• Coordinate with the Executive Director and Board of Directors Secretary to prepare presentation materials, format meeting minutes, and verify accuracy.
• Maintain organized Board of Directors folders and records, ensuring approved meeting minutes, agendas, slideshows, executive reports, and supporting documents are accurately stored and accessible.
• Track board member onboarding, including collecting photos, coordinating website updates, and monitoring completion of onboarding steps.
• Provide data entry and administrative support to the Executive Director, Resource Development, Operations, HR, Finance, and other leadership team members.

Office & Organizational Coordination

• Coordinate office logistics, including mail pickup and delivery, post office trips, shipping and receiving, and deliveries to other Youthnet locations.
• Monitor office supplies, maintain inventory, and coordinate ordering and restocking.
• Support the organizational phone system, including maintaining phone tree information, coordinating voicemail routing, and ensuring messages reach the appropriate staff.
• Assist with Community Closet organization, supplies, and related logistics.
• Coordinate staff meetings, organizational lunches, and other internal gatherings, including scheduling, materials, food orders, and communications.
• Support staff committees with meeting coordination, documentation, and follow-up.

Records Management & Administrative Systems

• Maintain organized Google Drive folders and shared files, following established naming conventions and document control practices.
• Help ensure organizational documents are consistently named, stored appropriately, and easy for staff to locate.
• Maintain accurate records and complete routine data entry and administrative documentation across departments.
• Identify opportunities to improve administrative processes, file organization, and information accessibility.
• Coordinate the collection, organization, and submission of required documentation for audits.
• Support the state audit process by gathering records, tracking documentation requests, and coordinating follow-up with the appropriate team members.

Research & Special Projects

• Assist with special projects, data gathering, and administrative initiatives across the organization.
• Provide flexible, responsive support to leadership and administrative team members as priorities arise.
• Perform other duties consistent with the role to support Youthnet's operations and mission.

Work Environment

This is a part-time position working approximately 25 hours per week, with a weekday schedule coordinated with organizational needs. The role includes a combination of computer-based administrative work, communication and coordination, and hands-on office tasks, including occasional local errands and deliveries.

The position requires regular interaction with staff and leadership across the organization and may involve supporting activities at multiple Youthnet locations. A successful candidate will be comfortable working in a dynamic environment where priorities may shift and no two days look exactly alike.

Benefits & Perks

Youthnet offers a professional, caring, and fun work environment where our team members feel supported and inspired. Our culture values collaboration, personal growth, and the meaningful impact of our work. Whether you're in the field or behind the scenes, you'll be part of a team that’s passionate about making a difference and enjoys doing it together. We offer the following benefits and perks to support our team members:

• Employee Assistance Program (EAP) and WorkLife partnershipto support employees and their families.
• Voluntary ancillary benefits, including dental & discounted group pet health insurance.
• Generous paid time off and 12 paid holidays, prorated based on part-time status and applicable eligibility policies.
• Career development opportunities.
• A supportive, mission-aligned team environment where your contributions make a meaningful difference.

Youthnet provides equal opportunity for all applicants without regard to race, color, religion, sex (including pregnancy), national origin, ancestry, age, disability, genetic information, marital status, sexual orientation, veteran status, or any other basis protected by state or federal law.

Requirements

Candidate Qualifications

• High School diploma or equivalent.
• Previous experience in an administrative, office support, executive assistant, customer service, or similar role is preferred.
• Experience coordinating calendars, meetings, events, or office operations is beneficial.
• Strong organizational and communication skills are essential.
• Equivalent combinations of education, experience, and demonstrated skills will be considered.

Preferred Skills Include:

• Experience supporting an executive, leadership team, or board of directors.
• Familiarity with Google Workspace and shared-drive organization.
• Experience with document control, file naming conventions, or records management.
• Experience with data entry, research, or administrative support for grant writing or fundraising.
• Experience coordinating office supplies, mail, shipping, receiving, or multiple office locations.
• Ability to identify opportunities to streamline processes and improve organizational efficiency.