Job Description
Job DescriptionWe are looking for an experienced administrative specialist to support a fast-paced educational program in California. This Long-term Contract position will partner closely with program leadership to keep daily operations organized, coordinate events and meetings, maintain accurate records, and assist with financial and project-related tasks. The ideal candidate is resourceful, highly organized, and confident managing multiple priorities while working independently in a collaborative environment.
Responsibilities:
• Coordinate grant-related administrative activities, including organizing application materials, tracking submissions, and supporting project timelines.
• Maintain databases, files, and program records with a high level of accuracy, ensuring information is current and easy to retrieve.
• Support outreach and event execution by assisting with digital communications, promotional materials, and updates to online content.
• Prepare meeting agendas, assemble supporting documents, record minutes, and follow up on action items for board and leadership meetings.
• Process stipends, vendor payments, and check requests in alignment with approval procedures and budget guidelines.
• Monitor program documentation and assist with budget tracking and reporting for sponsored initiatives.
• Draft, proofread, and format correspondence, reports, and other written materials with strong attention to grammar and presentation.
• Arrange calendars, travel, workshops, conferences, and other logistics for leadership and program activities.
• Manage large-scale administrative projects from planning through completion, keeping deadlines, materials, and stakeholders aligned.• Bachelor’s degree, or an associate degree with 2 years of relevant experience, or a high school diploma with 5 years of related administrative experience.
• Strong ability to manage competing priorities, stay organized under pressure, and resolve complex administrative issues with minimal supervision.
• Demonstrated skill in planning, coordinating, and completing detailed logistical projects with consistent follow-through.
• Clear and detail-oriented verbal and written communication skills, including experience preparing business correspondence and reports.
• Proficiency with word processing, databases, web-based tools, and office software, with the ability to learn new systems quickly.
• Experience with calendar coordination, travel arrangements, meeting support, recordkeeping, and general office administration.
• Ability to work effectively with leadership, colleagues, and diverse internal and external partners.
• Willingness to travel and work additional hours when needed.