Job Description

Job Description

Job Description

Position Title: Office Assistant

Organization: Jewish Big Brothers Big Sisters Association of Los Angeles (JBBBSLA)

Status: Full-time (38-hour work week), Non-Exempt Professional

Agency Location: Based in Los Angeles

Working Location: Based in Los Angeles office 4 days/week, Work from Home on Fridays

We recognize that the diversity of the community we serve must be reflected in every aspect of our organization for JBBBSLA and Camp Bob Waldorf to have the greatest impact. Our commitment to justice, equity, diversity and inclusion is vital to our mission and is essential for our success.

Join a forward-thinking organization that has been proven to make a positive impact on children’s lives. Jewish Big Brothers Big Sisters of Los Angeles (JBBBSLA), celebrating over 100 years of service in the greater Los Angeles area, is seeking a dynamic individual to join our innovative and collaborative team. JBBBSLA provides mentoring services, teen empowerment programs, college support, and year-round camp experiences at Camp Bob Waldorf. JBBBSLA is proud to have achieved a 4-star rating by Charity Navigator, their highest level of distinction. Our mission is to assist children in achieving their full potential through innovative, impactful programs.

ADMINISRATIVE SUMMARY:

The primary role of the Office Assistant will provide ongoing administrative support to the CEO approximately 15 hours per week. Additionally, the role will also support the Director of College Access & Success approximately 20-23 hours per week. This job requires exceptional organizational skills to manage multiple responsibilities, strong verbal communication skills, and acute attention to detail.

ESSENTIAL ADMINISTRATIVE RESPONSIBILITIES:

• Create All-Hands Meeting agenda monthly and collect program updates from staff.
• Create, manage and distribute bi-weekly Managers Meeting agenda.
• Support for semi-monthly Board Meetings; create agenda, collect other materials, attend and take minutes, save all documents in PDF form for distribution to board members.
• Order dinner for board meetings.
• Order celebration treats for monthly All Hands meetings
• Order lunch when needed for meetings and staff.
• Confirm CEO meetings daily and help schedule follow up meetings.
• Create email communications for board communication, committee and other group emails as assigned.
• Schedule committee and board meetings as assigned.
• Work with program staff to bring tasks to the attention of the CEO.
• Assist in managing CEO daily schedule, to do list, phone call list, and calendar.
• Complete monthly credit card reconciliation for accounting.
• Answer phones for agency main line daily.
• Order office supplies, snacks, and other materials as needed.
• Update the staff contact list as new staff are hired or leave and send to DOO.
• Organize and send out monthly e-birthday, anniversary and other cards to staff.
• Ensure kitchen and break areas are maintained and supplied daily.
• Print, stuff, and mail acknowledgement letters to donors.
• Send special gifts to Bigs and other constituents as needed – baby onesie, graduation gift, sponsorship gifts, etc.
• Performs other duties as assigned.

COLLEGE ACCESS & SUCCESS SUMMARY:

Assist Director of College Access & Success approximately 18 hours per week with administrative responsibilities to support program needs.

ESSENTIAL PROGRAM RESPONSIBILITIES:

• Coordinate check requests and award disbursements for scholarships.
• Assist in the production of events as needed.
• Assist with outreach and communication for the program via email, text and phone calls.
• Organize data relevant to College Access & Success.
• Maintain all tracking documents relevant to the program.
• Create and maintain accurate constituent records for the program.
• Assist with creating and distributing surveys pre and post program.
• Assist with other projects as needed.

QUALIFICATIONS:

• Bachelor’s degree or equivalent 2-3 years of experience as an administrative assistant or other support role.
• Advanced skills in Microsoft Word and Excel required.
• Strong attention to detail and follow-through.
• Well-developed organizational and time management skills.
• Positive attitude for customer service and interaction with donors, board members and volunteers.
• Able to work independently and as part of a team.
• Excellent written and verbal communication skills.
• Ability to manage multiple responsibilities successfully.
• Personal commitment to the mission and values of the organization. Passionate about helping children in Los Angeles.
• Willingness to perform other duties as assigned.

COMPENSATION AND BENEFITS: 

We offer a compensation package that includes a competitive salary range, and other benefits include: 

• Short Fridays: we close early on Fridays every week (3:30PM) 
• Generous paid vacation and sick leave plus four additional personal days 
• Paid federal and Jewish holidays (avg. 13-19 paid holidays per year) 
• 5% matching 403b retirement plan (after one year) 
• Medical, vision and dental insurance 
• Paid life insurance 
• Paid long-term disability insurance 
• Voluntary 403b retirement plan (immediate) 
• Voluntary Flexible Spending Account (FSA) / Health Savings Account (HSA) 
• Pet Insurance discounts 

Perhaps most importantly, you’ll get to work with a fantastic team of people who truly care about the work that we do. 

• Job Type: Full-time Non-exempt 
• Pay: $25.00 - $28.00 per hour

Successful applicant will work 4 days in-person in our Los Angeles office and 1 day remotely, year-round. This is not a fully remote position.  

NO PHONE CALLS; NO EMPLOYMENT OR STAFFING AGENCIES

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