Administrative Assistant

The Administrative Assistant (Operations & Data Support) provides cross-departmental support in operations, data management, and organizational administration. This role helps ensure smooth office operations, accurate data tracking, and timely completion of funding applications. It’s ideal for someone who is detail-oriented, loves organizing information, and wants to grow their skills in data systems and nonprofit management.

Objectives and Responsibilities:

• Maintain working order of all office functions, including supplies, mail distribution, filing systems, and vendor coordination.
• Support data entry, cleanup, and organization across departments, including Development, Asset Management, and Operations.
• Assist with maintaining and updating CRM and shared databases; support upcoming CRM transition and training.
• Support fundraising and grant teams with data pulls, application attachments, and reporting materials.
• Assist the Development team with organizing project funding applications, binders, and digital folders.
• Coordinate signatures, prepare forms, and manage internal routing of documents for execution.
• Assist with meeting logistics, scheduling, and board packet preparation.
• Support employee engagement and office culture initiatives, such as events, birthdays, and appreciation activities.
• Assist with accounts payable filing, project invoicing documentation, and expense tracking.
• Provide event coordination support, including vendor communications, materials prep, and on-site logistics.
• Assist with creation and distribution of marketing materials, such as social media posts, newsletters, and press materials.

Requirements:

• Passion for and support of Holos’ mission and values, with an interest in data and systems level thinking
• Bachelor’s degree or equivalent experience in business, communications, urban planning, data management, or related field.
• Strong organizational skills and attention to detail; ability to manage multiple tasks in a fast-paced environment.
• Comfort with Excel, CRM software and cloud-based file systems.
• Excellent written and verbal communication skills.
• Ability to handle confidential information and sensitive data appropriately.
• Proof of ability to work in the United States.
• Must have and maintain a valid California driver's license and auto insurance at all times and have the availability of an insured vehicle to travel within the Company’s service area.

Salary and Benefits:

• $60,000-$75,000 annual salary, DOE
• Medical, Dental, Vision, and Life Insurance per the company plan at no cost to you
• 12 Days Sick time per year (prorated for partial years) per the Employee Handbook
• The ability to accrue 10 days paid vacation per year, in accordance with the employee handbook
• The ability to participate in the organization’s 403b retirement plan and receive an employer match of your contributions up to 4% of your annual salary
• Paid holidays provided per our policy.

Work Environment:

This position is based in our North Hollywood office five days per week. Occasional remote work is permitted, but we value being together in person because our team collaboration is one of Holos’ greatest strengths. Our work benefits from the creativity, connection, and shared learning that come from being on site together.

Holos Communities is an equal opportunity employer. We celebrate our inclusive work environment and encourage people of all backgrounds and perspectives to apply. At Holos, we’re committed to having an inclusive and transparent environment where every voice is heard and acknowledged. We embrace our differences and know that our diverse team is a strength that drives our success.

Holos is committed to developing a barrier-free recruitment process and work environment. Reasonable accommodation will be provided to any qualified person with a medical or psychiatric disability, providing it will not change the essential nature of the position, nor cause undue hardship to the organization’s operations.

• Medical, Dental, Vision, and Life Insurance per the company plan at no cost to you
• 12 Days Sick time per year (prorated for partial years) per the Employee Handbook
• The ability to accrue 10 days paid vacation per year, in accordance with the employee handbook
• The ability to participate in the organization’s 403b retirement plan and receive an employer match of your contributions up to 4% of your annual salary
• Paid holidays provided per our policy.