Fast Facts

The Special Projects Assistant at City Year Sacramento plays a key role in supporting operational and strategic initiatives by providing administrative and project support across various functions.

Responsibilities: Key responsibilities include coordinating interviews, managing office supplies, drafting internal communications, assisting with event logistics, and maintaining digital workspace tools.

Skills: Candidates should possess strong organizational skills, excellent communication abilities, and proficiency in Microsoft Office, alongside experience in administrative support or event coordination.

Qualifications: A bachelor's degree or equivalent work experience is preferred, along with strong interpersonal skills and a demonstrated commitment to inclusivity.

Location: This position is based in Sacramento, CA, and is full-time in-person.

Compensation: $24 - $24 / Hourly

Application Instructions

Click Apply to submit your online application. Please attach a resume and thoughtful cover letter on the "My Experience" page in the "Resume/CV" field.

Active City Year Staff members must login to Workday to apply internally.

Number of Positions: 1

Position Overview

The Special Projects Assistant (SPA) plays a critical role in supporting the site and advancing City Year Sacramento’s operational, cultural, and strategic priorities. This role is designed for a highly organized, detail-oriented professional who thrives in a fast-paced, mission-driven environment and enjoys working across multiple functional areas. This is a full-time, in-person position based at the City Year Sacramento office.

Job Description

Reporting directly to the Chief of Staff, the SPA provides hands-on administrative and project support in the areas of people operations, office management, marketing and communications, development events, and site-wide initiatives. The SPA helps ensure the smooth execution of day-to-day activities—ranging from coordinating interviews and onboarding new staff, to managing vendor relationships, maintaining digital systems, preparing event logistics, and producing engaging communications.

The SPA is a collaborative problem-solver who anticipates needs, keeps projects moving forward, and ensures follow-through on key priorities. By combining administrative excellence with a service-minded approach, this role strengthens City Year Sacramento’s ability to deliver on its mission, enhance team culture, and engage stakeholders effectively.

Key Responsibilities:

People Strategy and Management

• Coordinate and schedule interviews, communicate with candidates throughout the hiring process, and ensure a professional and positive candidate experience.
• Prepare comprehensive onboarding materials and coordinate logistics for new hire orientations to ensure employees feel welcomed, equipped, and ready to contribute.
• Draft internal communications related to HR policies, updates, and site-wide announcements to promote clarity and transparency.
• Partner with the Chief of Staff to plan and execute team retreats, meetings, and staff gatherings, ensuring smooth logistics and a cohesive, inclusive experience.
• Support culture-building initiatives, including staff celebrations, appreciation, and other activities that strengthen team morale and connection.

Site Operations 

• Monitor and replenish office supply inventory; manage check-out/check-in processes for shared equipment to ensure availability and accountability.
• Maintain and optimize digital workspace tools (SharePoint, Teams) by organizing folders, updating content, and ensuring user-friendly access.
• Connect with building management and vendors to coordinate maintenance, repairs, and services—proactively resolving issues to minimize disruptions.
• Track IT issues, log resolutions, and maintain an up-to-date inventory of site technology and equipment assets.
• Assist with the coordination of Corps Experience logistics, including uniforms, bus passes, and other member support resources.
• Maintain updated documentation of office protocols and ensure all staff and AmeriCorps members are informed and in compliance.

Marketing and Social Media Communications

• Draft and schedule engaging social media content across multiple platforms (Instagram, LinkedIn, etc.) to highlight impact stories, events, and milestones.
• Gather, organize, and catalog stories, photos, and testimonials from schools for use in newsletters, reports, recruitment and donor engagement materials.
• Maintain a year-round content calendar and assist in designing, drafting, and distributing a quarterly e-newsletter.
• Update and maintain City Year Sacramento’s website, ensuring all content is accurate, visually appealing, and aligned with brand guidelines.

Development Event Management and Support

• Provide end-to-end logistical support for development events, including managing RSVPs, coordinating vendors, creating event materials, and overseeing setup/teardown.
• Track event budgets and sponsorship commitments, providing updates to the Chief of Staff and Executive Director as needed.
• Draft and distribute event-related communications, including invitations, briefing documents, run-of-show scripts, thank-you notes, and follow-up correspondence.
• Maintain and organize event supply inventory; ensure all materials are prepared, transported, and returned in good condition.
• Support post-event evaluation by compiling notes, reconciling budgets, and tracking attendee engagement.

Executive Office and Sitewide Support Initiatives

• Coordinate communications, meeting logistics, and materials preparation for the Advisory Board, ensuring members are informed and engaged.
• Assist in planning and executing major site-wide events (Opening Day, Graduation), including volunteer coordination, program support, and on-site logistics.
• Compile data, prepare materials, and create reports to support strategic planning, progress tracking, and decision-making.
• Provide responsive, flexible support for special initiatives as assigned by the Chief of Staff, adapting quickly to shifting priorities and emerging needs.

Qualifications:

• Highly organized with strong attention to detail and follow-through.
• Excellent written and verbal communication skills; ability to tailor messaging for different audiences.
• Skilled in managing multiple priorities, timelines, and stakeholders in a fast-paced environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable learning new systems (e.g., Salesforce, SharePoint).
• Experience in administrative support, event coordination, marketing/communication, or operations preferred.
• Strong interpersonal skills with service-oriented approach and the ability to work collaboratively across teams.
• Demonstrated commitment to inclusivity and belonging.
• Bachelor’s degree or equivalent work experience preferred.

This is a full-time non-exempt position with an hourly rate of $24.04.

Benefits

Full-time employees will be eligible for all benefits including vacation, sick days and organization holidays. You may participate in all benefit programs that City Year establishes and makes available to eligible employees, under (and subject to all provisions of) the plan documents that govern those programs. Currently, City Year offers medical, dental, vision, life, accidental death and dismemberment and disability coverage, Flexible Spending Accounts (FSA), and other benefits including 401(k) plan(s) pursuant to the terms and conditions of company policy and the 401(k) plan document. For more information, click here.

Employment at City Year is at-will. 

City Year does not sponsor work authorization visas.