QPI Project Manager & Executive Assistant

Summary

Title: Project Manager & Executive Assistant

Status: Full-time

Classification: Exempt

Duration: Short-term (12 months)

Reports To: Carole Shauffer, Senior Director of Strategic Initiatives

Location: Remote (must be located in CA, DC, FL, MA, MN, ME, NH, NV, PA, TN, or VA)

Work hours: 9am - 5pm in your local time zone, with occasional exceptions

Salary: $76,000 - $103,000 (depending on experience)

Start date: By October 13th, 2025

Description

This position is currently anticipated to last for a 12-month period only, to provide coverage during a staff absence and internal transition.

The Youth Law Center (YLC) is seeking a highly organized, detail-oriented Project Manager & Executive Assistant to support our Senior Director of Strategic Initiatives’ portfolio of child development-focused research, practice, and systems-change projects and to offer other general administrative support. The ideal candidate will bring strong administrative, coordination, and project management skills, as well as a commitment to YLC’s mission of ensuring every child has the opportunity to grow up in a loving, supportive family. A background in executive assistant roles and in child development and/or organizational development are strongly preferred.

This role will provide direct administrative and logistical support for several multi-site, interdisciplinary projects in collaboration with researchers, advocates, system leaders, and community partners. The Project Manager & Executive Assistant will play a critical role in ensuring smooth and effective planning, documentation, communication, and implementation across projects and other YLC administrative functions, including but not limited to the following responsibilities:

• Provide executive support to the Senior Director of Strategic Initiatives including travel, reimbursements, correspondence, notetaking, and document review.
• Schedule and coordinate regular project team meetings across multiple time zones.
• Set up and manage Zoom meetings, including recording, initiating AI notetaking and transcription, and ensuring follow-up notes and action items are reviewed and circulated.
• Follow up with team members on assigned action items and next steps.
• Prepare meeting agendas, notes, and summaries.
• Maintain shared project folders and organize project materials, resources, and deliverables.
• Ensure version control and organized digital archiving.
• Track deadlines and milestones using project management tools.
• Provide logistical support for in-person meetings, including scheduling, site coordination, materials preparation, and participant communication.
• Support the development and maintenance of project timelines, work plans, and action trackers.
• Maintain grant trackers and document deliverable progress, where applicable.
• Format, proofread, and distribute project documents, memos, and training materials.
• Assist in the preparation of progress updates, reports, and training resource packages.
• Coordinate across internal and external stakeholders to ensure communication flow and alignment.
• Collect and organize research outputs, tools, and stakeholder feedback.
• Other administrative support as assigned.

Required Qualifications

• Bachelor’s degree (any field)
• At least seven (7) years of experience in dedicated project coordination, administrative support, executive support, and/or nonprofit program management roles
• Demonstrated ability to manage multiple tasks and projects simultaneously while meeting tight deadlines
• Exceptional attention to detail and ability to catch things others miss
• Ability to work independently, take initiative without explicit instructions, and exercise sound judgment when acting on behalf of a senior team member
• Comfort with “managing up” to obtain needed information/resources and level-set expectations
• Flexibility to adapt based on evolving project needs, priorities, and circumstances
• Strong written and verbal communication skills with ability to adapt based on audience
• Experience supporting collaborative, interdisciplinary teams
• Advanced skill in the use of Zoom meeting host tools and account management
• Proficiency in the use of Google Workspace apps, particularly Calendar and Drive
• Commitment to racial and social justice and to elevating the voices and experiences of youth and families impacted by public systems
• Current U.S. work authorization and ability to work from home from a location within one of YLC’s employment states (CA, DC, FL, MA, MN, ME, NH, NV, PA, TN, or VA).

Desirable Qualifications

• Graduate degree, coursework, or experience in public policy, child development, organizational development, or a related field
• Prior experience in an executive assistant role
• Professional interest in youth justice, foster care reform, or child development
• Familiarity with project management software such as Asana or Trello
• Experience working in a nonprofit advocacy setting and/or a system that serves children

About the Youth Law Center’s Advocacy

YLC’s mission is to transform foster care and juvenile justice systems across the nation so every child and youth can thrive. Attorneys and advocates at YLC use a wide variety of advocacy strategies, including policy advocacy; litigation; legislative and administrative work; collaborative systems-reform campaigns; public education and media advocacy; legal and non-legal writing; training; and technical assistance. YLC’s approach is grounded in the knowledge that those most directly impacted by systems are best positioned to transform them. We believe change comes from listening deeply to young people and the organizations that support them, helping them translate their ideas into practice and policy change, and working together to advance a new narrative about how we should transform our systems.

YLC’s broad advocacy goals include:

• Ending the incarceration of youth in the juvenile justice system and imagining new approaches to youth justice;
• Ending the use of congregate care for youth in foster care and juvenile justice and ensuring youth receive excellent parenting in families in their own communities;
• Improving access to education, including postsecondary ed, for system-impacted youth;
• Ensuring healthy transitions to adulthood for system-impacted youth and access to the services needed to make that transition; and
• Improving conditions in foster care and juvenile justice systems as supported by child and adolescent development research.

Find out more about us at ylc.org and qpi4kids.org.

Equal Opportunity Employer

YLC values a diverse, inclusive workforce and we provide equal employment opportunities for all applicants and employees. All qualified applicants for employment will be considered without regard to race, color, sex, gender identity, gender expression, religion, age, body size, natural hair style, national origin or ancestry, citizenship, physical or mental disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military or veteran status, or any other basis protected by federal, state or local law.

Fair Chance Ordinance

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Diversity, Equity & Inclusion

Read our full DEI statement here.

Paid Time Off: YLC offers flexible, unlimited paid vacation to its employees as well as 13 accrued Sick days and 11+ paid holidays annually.

Benefits: Comprehensive health benefits package (medical, dental, vision, long-term disability, life, EAP), plus pre-tax FSA and commuter benefit options and, after a one-year waiting period, a 401k with up to 4% employer match. Health plan premiums are currently 100% employer-paid for employees and all enrolled dependents.

Location: This is a remote position to be performed from a location in which YLC currently has employees (CA, DC, FL, MA, MN, ME, NH, NV, PA, TN, or VA). Some travel to locations within the United States and/or regionally within your area of residence may be required. We provide all remote employees with a cell and home internet expense reimbursement and all items necessary to set up a comfortable remote workspace.