Executive Program Assistant

OVERVIEW

Join our nonprofit team serving children and young adults with heart disease! This role supports the entire Director Team, with an emphasis on supporting the Program Director with office administration, camper registration, family and medical clinic outreach, social media, and program coordination for our 500+ camper families.

• Schedule: 20 hrs/week, plus ~75 additional hours and ~35 OT hours annually
• Location: 2 days/week in our North Hollywood office (currently Tue/Wed); occasional travel within L.A. & S.D. and to our storage unit in Van Nuys; remainder remote
• Start Date: November 3, 2025

QUALIFICATIONS

• Strong computer skills (ie. Excel, Google Suite, database management, Canva, social media platforms, photo & video editing)
• Organized, proactive self-starter with excellent communication skills and ability to learn new computer and administrative tasks quickly
• Comfortable lifting 25 lbs (organizing & moving event/program supplies)
• Experience with camps, youth programs and/or nonprofits a plus
• Spanish fluency strongly preferred

RESPONSIBILITIES

Camp Program Support

• Manage outreach and ongoing communication with new and existing camper populations, hospitals and community groups about events and programs
• Manage camper registration in CampDoc and obtain forms from medical offices
• Manage camper database, spreadsheets, waitlists and paperwork
• Attend camp meetings, including camper application review meetings with nurses
• Run in-person camper pick-up and drop-off on the first and last day of each camp session in San Pedro (see Mandatory Dates)
• Assist with volunteer staff applications, background checks, and certifications
• Help Program Director plan and execute camp programs, trainings, and events
• Program Event preparation and assistance, including recruiting and training volunteers, and assisting at events as needed
• Attend staff training day as the volunteer coordinator
• Assist with additional program tasks as needed

Executive Administration & Event Support

• Track new camper, staff and volunteer inquiries and maintain mailing lists
• Mail promotional material to medical facilities & maintain their supplies
• Tabling preparation and assistance, including recruiting and training volunteers, and attending tabling events with fliers, brochures and activities
• Assist with in-office volunteer oversight and task management
• Assist Directors with fundraising event-related tasks as needed
• Office tasks including answering phones and messages, supply management

Social Media Management

• Work with Directors to create and schedule content in Canva for social media
• Track and increase engagement, strengthen community connections

MANDATORY DATES (2026)

• Happy Heart Festival (Irvine): Feb 28
• Gala del Sol (LA): Apr 11
• Evening Meetings (NoHo/Virtual): 2 nights/week in summer, more in late July/August
• Staff Training Day (El Segundo): Aug 8
• On-Call Duty: Aug 13–25, 8am-8pm phone coverage and urgent errands
• Camp dock days (San Pedro): Aug 13, 17, 21, 25, from 6am-2pm
• FamFest (NoHo): Late Oct (date TBD)
• Tabling & Heart Walks (LA & SD areas): Select weekend days throughout the year

Encouraged Dates: DAVI Golf Tournament (May 1, Temecula), Virtual Camp (June 12–14), Leadership Retreat (2 nights in spring, Catalina Island)

Will NOT attend in person camp on Catalina Island the 1st year. These are not the only duties to be performed. Some additional duties may arise or be assigned as needed.

Job Type: Part-time

Pay: $20.00 per hour

Expected hours: 20 per week

Benefits:

• Flexible schedule
• Health savings account

Work Location: Hybrid remote in North Hollywood, CA 91601