Fast Facts

The Administrative Assistant II will support the Vice President of External Affairs by managing schedules, coordinating meetings, and overseeing various administrative operations within the External Affairs team.

Responsibilities: Coordinate logistics for meetings, manage general inbox inquiries, provide high-level support to the VP, process financial transactions, and assist with inventory and procurement of supplies.

Skills: High proficiency in Microsoft Office Suite, strong written and oral communication skills, and excellent organizational and multi-tasking abilities are required.

Qualifications: High school diploma or G.E.D. required; a bachelor's degree is preferred with at least one year of related experience.

Location: Located in Los Angeles, California, with up to 50% travel required within the county.

Compensation: Not provided by employer. Typical compensation ranges for this position are between $41,000 - $60,000.

Position Overview  

Under the supervision of the Vice President of External Affairs, the Administrative Assistant II, will be responsible for assisting in numerous administrative operations, coordinating team meetings, supporting various projects as needed for the External Affairs team, and other duties as assigned.

Duties  

• Lead coordination of logistics for internal and external meetings, including securing venues, arranging catering, and managing schedules for weekly team meetings, the annual team retreat, and other key gatherings.
• Manage the organization’s general inbox, ensuring timely triage and assignment of inquiries to the appropriate team members.
• Provide high-level administrative support to the Vice President of External Affairs, including complex scheduling and calendar management.
• Process financial transactions such as check requests, credit card reconciliations, and expense reports in collaboration with the Finance team, ensuring accuracy and timely submission.
• Provide administrative support to the External Affairs team, including document management, file organization, and preparation of materials for meetings and outreach efforts.
• Oversee inventory and procurement of office and stationery supplies, ensuring consistent availability and cost-effectiveness.
• Meet regularly with the VP of External Affairs to review priorities, track deliverables, and support team alignment on key initiatives.
• Support execution of department-wide communications and mailings, including donor acknowledgment letters, annual reports, and invitations to signature events such as the annual gala.
• Contribute to planning and execution of organizational events, assisting with logistics, materials, and on-site coordination as needed.

Knowledge, Skills, Abilities, and Other Characteristics  

• High school diploma or G.E.D. required; bachelor's degree in applicable field of education from a regionally accredited college or university preferred.
• Minimum of one year of experience providing administrative, clerical, and project management support within the public relations and/or marketing space.
• The ability to write clear, concise content under tight deadlines and work effectively both independently and as part of a team.
• Highly organized with meticulous attention to detail and the ability to manage multiple projects simultaneously while meeting deadlines.
• Proficient in Microsoft Office Suite and general computer applications, with experience maintaining accurate digital records and navigating social media platforms and web protocols.
• Strong written and oral communication skills in English are required, and we celebrate linguistic diversity, valuing the unique perspectives and strengths that multilingual team members bring to our organization.
• Travel Requirements: Up to 50% within Los Angeles County; Valid CA Class C driver's license, personal vehicle, and California automobile insurance required.

Physical Requirements 

To perform this job the individual must be able to carry out all essential functions satisfactorily.   

Reasonable accommodations may be made to enable qualified individual with disabilities to perform the essential functions of the job.    

• Approximately 50% of time is spent sitting, while frequently required to walk, stand and bend.  
• Must be able to speak and hear well.    
• Good vision is imperative.    
• Occasionally required to stoop, kneel, crouch or crawl.    
• Employee will be required to lift and/or move up to 25 pounds without assistance. 
• TB test clearance to be renewed every two years.  
• Verification of Immunizations required by the California Department of Health (Pertussis, Measles and Influenza).

This job description does not encompass all essential functions and responsibilities. Para Los Niños reserves the right to modify or add to the typical duties of a position at any time.

Expectations for All Para Los Niños Staff  

Candidates for employment at Para Los Niños, regardless of position, will consistently demonstrate the following:  

• Unwavering belief in and commitment to fulfill the mission of Para Los Niños.  
• Deep commitment to the success of all PLN students and families.  
• Commitment to excellence and high standards -- for self, students, and colleagues.  
• Continuous learning by engaging in reflection, self-assessment, and individual professional development.  
• Use of data to inform decisions and drive continuous improvement.  
• Ability to thrive as a member of a collaborative team.  
• Self-motivation and initiative with solutions-oriented disposition.  
• Belief in and ability to develop respectful relationships with families and children informed by the students’ cultural and socioeconomic characteristics.  
• Excellent oral and written communication skills.  
• Ability to effectively handle challenging situations.  
• Comfort with basic Microsoft Office applications and a curiosity and propensity to push own adoption of new technology and approaches.  
• Regular, punctual attendance and professional appearance.  

Para Los Niños is an Equal Employment Opportunity Employer   

It is the established policy of Para Los Niños (PLN) to provide equal employment and advancement opportunities to all qualified applicants and employees without discrimination with regard to race, religious belief (including dress or grooming practices), color, sex, sex stereotype, pregnancy, childbirth or related medical conditions (including breast feeding), age, national origin (including possessing a driver’s license issued under Vehicle Code § 12801.9), ancestry, sexual orientation, gender identification and expression, transgender status, physical or mental disability, medical condition, genetic characteristics, genetic information, family care, marital status, enrollment in any public assistance program, status as military, a veteran or qualified disabled veteran, status as an unpaid intern or volunteer, or any other classification protected by law. PLN also prohibits discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.