Administrative Assistant

Title: Administrative Assistant 

Status: Non-Exempt, Full Time 

Reports to: Chief Collaboration Officer 

Description: PRO Youth and Families is a youth-centered organization committed to excellence, innovation, and growth. We pride ourselves on fostering a dynamic and collaborative work environment where every team member plays a crucial role in our success. We are currently seeking a highly organized and proactive Administrative Assistant to support our Youth & Family Collective (YFC) Department. 

The Administrative Assistant will play a vital role in supporting the operations of the department and is responsible for providing comprehensive administrative support to ensure the smooth and efficient functioning of the organization. The ideal candidate will be highly organized, detail-oriented, and passionate about contributing to the organization's mission. The Administrative Assistant is required to perform complex administrative tasks with limited supervision as well as meet deadlines and manage multiple priorities in a timely manner. This role requires exceptional communication and organizational skills, attention to detail, and the ability to engage with internal and external partners using discretion and diplomacy. 

Responsibilities: 

1. Document & Communication Management:

• Prepare, proofread, and distribute documents, reports, and presentations. 
• Compile data for reports and meetings; manage general inquiries. 
• Curate internal and external information to support the development of newsletters and social media updates. 
• Maintain and update departmental files, records, and databases. 

1. Calendar & Meeting Coordination:

• Schedule departmental meetings and appointments. 
• Coordinate meeting details, prepare agendas, take minutes, and follow up on action items. 
• Ensure meeting rooms are set up with necessary equipment and supplies. 
• Provide Chief Collaboration Officer and YFC Associate Director with relevant materials in advance of meetings. 

1. Administrative Support:

• Maintain office supplies and curriculum inventory; place orders as needed. 
• Coordinate logistics for YFC meetings and events, including venue booking, catering, and participant registration. 
• Provide general office support to the YFC team. 

1. Financial & Grant Support:

• Assist with basic bookkeeping tasks, including processing invoices and payments. 
• Support the organization and preparation of information for grant reporting and budget tracking. 
• Maintain and organize back-up documentation for financial records. 

1. Collaboration & Special Projects:

• Work closely with the leadership team and other staff to support organizational goals. 
• Assist with special projects and initiatives as needed. 

Required Skills/Knowledge: 

• Understanding of the nonprofit sector, including general compliance and regulations. 
• Proficiency in software tools, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 
• Familiarity with Zoom, Teams, and other virtual meeting platforms. 
• Strong organizational and time management skills. 
• Knowledge of project management principles. 
• Professional etiquette and a strong interpersonal demeanor. 
• Effective written and verbal communication strategies. 
• Skills in proofreading, editing, and content creation. 
• Experience in event planning and logistics coordination. 
• Ability to prioritize tasks. 
• Capability to work both independently and collaboratively as part of a team. 
• Solid research skills for assisting in the development of clear, effective content. 

Demonstrated Ability to: 

• Analyze and problem-solve. 
• Communicate and work effectively with individuals from diverse social, educational, and cultural backgrounds. 
• Collaborate with PRO staff and partner organizations. 
• Work independently, set priorities, develop goals and objectives and know when to seek guidance. 
• Complete complex tasks in an efficient and organized manner.  
• Operate a car with a valid California driver’s license. 

Qualifications: 

• Successful completion of 30 – 60 units of college coursework with a focus on business administration, communications, liberal arts, human resources, or a related field. 
• 2 years of full-time experience in an administrative support role. 

Preferred Experience & Education: 

• An associate or bachelor's degree in business administration, communications, liberal arts, human resources, or a related field preferred. 
• 3 or more years of experience as an administrative assistant in a nonprofit or education setting preferred.

Other Requirements:  

• Capable of providing verification of Employment Eligibility 
• Complete and pass a background screening.  
• Possess a Valid California Driver’s license and evidence of insurance coverage.  

Travel Requirements:  

• Occasional regional travel to offsite meeting locations. 

Work Environment and Physical Demands:  

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  
• High level of concentration and attention to detail for extended periods of time required.  
• Ability to communicate effectively using all methods of communication with individuals in the organization at all levels, outside agencies, partner organizations and consultants.  
• Ability to quickly organize and communicate thoughts and to understand communications from others.  
• Complex reading and writing skills with the ability to read, proof, and analyze complex documents.  
• Ability to see, hear, and talk clearly to receive instruction and to give instructions to others.  
• Ability to work independently, with others, around others, have verbal contact with others, face-to-face contact with others and prioritize work and make decisions.  
• This is often sedentary work in an office setting. While performing the duties of this job, the employee is frequently required to stand, sit, walk, stoop, talk, hear, reach above and below shoulders; use hand and finger dexterity, keyboarding and making and receiving telephone calls. The employee may be required on occasion to lift and or carry up to 25 lbs.  
• The employee frequently is required to use hands and fingers to handle or feel and reach with hands and arms. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.  
• Sometimes the employee must perform work out of the office or other facilities.  

Location and Work Hours:  

• Work is performed at the corporate offices at 3780 Rosin Court Ste. 120. Sacramento, Ca. 95834.  
• Work hours are from 8:30 a.m. to 5:00 p.m. 
• Occasional weekends may be required. 

Compensation : 

• Competitive Salary: $24.25 - $28.25 per hour 
• Benefits package offered, includes: medical, dental, & vision. 
• Generous PTO accrual for Full time employees. 

The employer is an "equal opportunity employer." The employer will not discriminate and will take "affirmative action" measures to ensure against discrimination in employment, recruitment, and advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, creed, color, national origin, or sex.