SENIOR ADMINISTRATIVE ASSOCIATE

SENIOR ADMINISTRATIVE ASSOCIATE

ADMINISTRATION DEPARTMENT

Los Angeles, CA* 

Non-Exempt, Full-Time, Regular Position 

*This is a hybrid position that may convert to an in-person model.

Organization Background

Catalyst California (formerly known as Advancement Project California) advocates for racial justice by building power and transforming public systems. We partner with communities of color, conduct innovative research, develop policies for actionable change, and shift money and power back into our communities. Rooted in the historic struggle for racial and economic equality, Catalyst California envisions a world where systems are designed for justice and support equitable access to resources and opportunities for all Californians to thrive. Our primary programs are Educational Equity, Equity in Community Investments, Political Voice, and Reimagine Justice & Safety. 

Position Summary

The Senior Administrative Associate will report to the Senior Operations Manager. As a critical member of the Administration Team, the Senior Administrative Associate will provide administrative and clerical support on a variety of organization-wide projects and initiatives, as needed. The Senior Administrative Associate will be entrusted with complex tasks and projects that require a high level of critical thinking, problem-solving, and decision-making skills. The Senior Administrative Associate is responsible for providing organizational and operational support in the design, planning and execution of external and internal meetings, conferences, workshops, fundraisers, and other special events.

The successful candidate will be comfortable working in a fast-paced and changing landscape of priorities and responsibilities as they will be working with a number of our programmatic and centralized teams. Ability to work independently with minimal supervision on a variety of teams. Ability to take initiative and follow tasks through to completion.  Excellent project management, administrative and clerical skills, including a strong attention to detail, the ability to multi-task, prioritize and meet deadlines are required. The successful candidate will also possess a proactive work style that anticipates the needs of one’s supervisors and colleagues and will be expected to learn technical and specialized rules, regulations, policies, procedures, and activities related to the assigned duties. The work entails dealing professionally with confidential information and requires a high degree of customer focus.

Responsibilities include, but are not limited to:

• Administrative support for the CFO, schedule internal and external meetings, including preparing all necessary information and materials required for meetings, taking messages, participating in, and taking notes during conference calls and meetings, and drafting and reviewing correspondence. Ensure that preparations for meetings are made in a timely and professional manner.
• Provide LT members with admin support by scheduling internal and external meetings, which requires a heavy volume of written communication via email, text, and slack messaging with internal staff and external partners.
• Post open positions on job sites, transfer applications/resumes to hiring managers.
  • Provide event planning support to staff, including the coordination of timelines and logistics, ordering food and supplies, securing locations, tracking budgets and expenses, communicating with vendors, and providing day-of event support (set-up, registration, note-taking, breakdown and related activities).
  • As appropriate, track event RSVPs and/or ticket/sponsorship sales.
• Assist staff with the preparation of collateral materials and mass mailings, including fundraising invitations, meeting packets and signage.
• Finance support: File documents and process check requests via Adobe. Prepare correspondence for government entities.
• Utilize organization-wide applications and e-tools to support projects or team assignments.
  • Assist in the planning and convening of Board of Director meetings, including preparing and mailing board packets, coordinating travel for Board members and organizing various meeting related events, and taking notes/minutes at the meeting. 
  • Submit monthly credit card expense reports to the Finance team.
• In coordination with the Senior Operations Manager assist in the development of forms, procedures, and manuals for the Administration, HR and/or Finance Departments.
• In collaboration with team leads support trainings related to a variety of HR, Admin, and IT matters.
• Order supplies, furniture, and/or equipment in accordance with organizational guidelines.
  • Provide basic IT support including computer, email, voice/data communications and LAN set-up for newstaff or for office relocations, as required. Set up conference room equipment for large meetings or special gatherings or events.
  • Process conference room rental agreements and provide Zoom Room and equipment demos.
• Manage conference rooms to ensure they are clean and well-stocked with supplies, and administer equipment checks.
• Answer, screen and forward incoming telephone calls to organization’s main line while providing general information when needed.
• Screen mail and deliver to staff and Board.
• Centralized support: event support, scheduling, travel arrangements, mass mailings, invitations, meeting packets, etc.

Additional Duties

• As appropriate, assist other departments and work as a member of the Administration Team by demonstrating professional and cooperative demeanor with supervisors and co-workers.
• Provide administrative coverage for members of the Administration Team who are on leave or out of the office.
• Participate in organization-wide planning, development, and communication activities, as needed, and ensure adherence to Catalyst California goals and policies within the project area.
• Other duties as assigned, dependent on organizational needs and employee skills.

Qualifications

To perform this job successfully, an individual must be able to perform each essential job function assigned satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Candidate profile, skills, and abilities:

• Sincere and demonstrated commitment to advancing social and/or racial justice progress for the highest-need communities.
• Strong interpersonal, written, and verbal communication skills are required. Demonstrated ability to compose and edit correspondence and basic reports, knowledge of business English, grammar and punctuation is required, with knowledge of a variety of writing styles and formats.
• Critical thinking in assessing, compiling, and disseminating information is necessary.
• A proven ability to interact well with staff at all levels in an organization and to work as a productive team member is also required. Sense of discretion and a high degree of professionalism is required.
• Screen and handle telephone calls using proper etiquette. Computer literacy, including strong word processing experience and working knowledge of Microsoft Office software and a willingness and ability to learn other computer programs as required.
• Excellent organizational skills with demonstrated ability to execute projects on-time and on-budget. A strong attention to detail is required. Flexibility to adjust and contribute to continually evolving work situation and changing priorities. The ability to multi-task various assignments, prioritize work, and adjust to multiple demands. Comfort working under pressure and tight deadlines.
• Skilled in determining matters of importance and information of use, exercising initiative in accomplishing any related tasks; give, deny or ask for information in a tactful and friendly manner and discretion in giving information about plans and/or action to anyone is required. An intuitive ability to recognize and appropriately convey the sensitive nature of any situation and the ability to keep all matters appropriately confidential is necessary.
• Demonstrated ability to work in a small team setting.
• Must be able to travel within California.

Education & Experience:

• Minimum of five years of administrative experience, preferably at a nonprofit or social justice organization (beyond summer or short-term internships).
• Bachelor’s degree required.
• Equivalent combination of education and experience sufficient to successfully perform the essential job duties may be considered.

Salary 

In the spirit of pay transparency, we are excited to share the base salary range for this position is $73,000 - $78,000. If you are hired at Catalyst California, your final hourly wage will be determined based on factors such as skills, education, and/or experience. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. Please keep in mind that the range mentioned above is the full salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth.

Benefits

• Comprehensive medical, dental, and vision benefits with an affordable employee contribution for spouses and/or dependents, including registered Domestic Partners.
• 403B retirement plan with employer matching benefits after 90 days.
• Flexible Spending Account for eligible employees to allocate pre-tax money throughout the year 
• 15 vacation days, 6 personal days, 8 sick days, and 2 weeks paid parental leave along with national and office holidays.
• Organizational and team Wellness Days to build team cohesion and camaraderie. 
• Opportunity to work in a flexible work culture that is sensitive to employee wellbeing and encourages work-life balance.
• Opportunity to see the meaning and impact of your work at an organization actively building more equitable communities and systems across California.
• Opportunity to work in an organization dedicated to pay equity and diverse work culture. 
• Yearly professional development allowance and support of personalized professional development goals.

To Apply 

Please send an email with the subject title “Senior Administrative Associate Application” that includes an attached cover letter, writing sample, and resume as one PDF attachment titled first name_ last name_SrAA.pdf (e.g., Jane_Doe_ AA.pdf) to: 

Katrice McCorkle,

Human Resources Senior Manager

hr@catalystcalifornia.org

Interview Process: 

• Phone interview

• Two-panel interviews 

• Reference Checks 

Catalyst California is an equal opportunity employer and does not discriminate on the basis of race, sex, religion, national origin, gender identity or expression, sexual orientation, disability, age, or any other category protected by local, state, or federal laws. We are committed to building a diverse, equitable, and inclusive staff team. We strongly encourage applicants who are people of color, LGBTQ, women, people with disabilities; and/or formerly incarcerated people.