Administrative Assistant

About PLN  

Founded on Skid Row in 1980, Para Los Niños (PLN) partners with more than 10,000 children, youth, and families each year through integrated education, wellness supports and advocacy, addressing individual and systemic barriers to create pathways to success. In addition to operating early education centers, charter elementary and middle schools, youth workforce development sites and family services, PLN is the only children’s mental health provider in the Skid Row neighborhood. PLN's community transformation work brings together community members, community-based organizations, city and county agencies, elected officials, and businesses to tackle issues that impact PLN families. Ninety-three percent of families served by PLN live in areas with the highest levels of food insecurity and homelessness in L.A. County. 

Position Overview  -  Part Time

The Administrative Assistant provides administrative, operational, and program support to ensure the effective functioning of departmental operations. This role supports coordination of office activities, communications, data management, and logistical processes. The Administrative Assistant maintains records, coordinates meetings and events, manages office resources, and assists with reporting and program operations while providing reliable service to internal staff, partners, and clients. This role works under moderate supervision and independently manages routine responsibilities within established procedures. 

Duties   

• Administrative & Office Support: Answers and screens telephone calls, responds to inquiries, and directs calls or messages to appropriate staff; receives visitors and provides general information; receives, sorts, and distributes mail; prepares and formats correspondence, reports, meeting materials, and other documents; maintains organized filing systems and records.  
• Program & Operational Support: Assists with administrative tasks related to program operations and departmental projects; supports coordination of meetings, trainings, and events including scheduling, preparing materials, and communicating details to participants; maintains calendars and schedules; tracks assigned tasks and supports timely completion of deliverables.  
• Data Management & Reporting: Maintains and updates databases, spreadsheets, and tracking systems; collects and compiles information for reports and documentation; assists in preparing routine reports and summaries; ensures accuracy and organization of records; maintains confidentiality of information.  
• Financial & Logistical Coordination: Assists with processing purchase orders, reimbursement requests, and check requests; tracks and organizes receipts and supporting documentation; supports coordination of travel arrangements and related logistics as needed.  
• Office Operations & Resource Management: Monitors office supply levels and assists with ordering supplies; maintains inventory records; supports coordination with facilities, IT, or other service providers; contributes to maintaining an organized office environment.  
• Communication & Relationship Support: Maintains professional working relationships with staff, clients, and partners; supports communication and coordination across teams; provides timely and responsive customer service.  
• Problem Solving & Coordination: Resolves routine administrative issues within established guidelines and escalates more complex matters as needed; prioritizes tasks and manages multiple assignments.  
• Additional Responsibilities: Participates in meetings, trainings, and organizational activities; supports departmental initiatives and projects; performs other duties as assigned. 

Knowledge, Skills, Abilities, and Other Characteristics   

• Minimum of two years of administrative, office operations, or related experience. 
• Strong organizational skills, ability to manage multiple tasks, and maintain accurate records. 
• Ability to identify and resolve routine issues independently. 
• Ability to work independently on assigned tasks with moderate supervision and meet deadlines. 
• Strong customer service orientation and ability to collaborate across teams. 
• Detail-oriented, reliable, proactive, and adaptable in a fast-paced environment. 
• Strong written and oral communication skills in English are required, and we celebrate linguistic diversity, valuing the unique perspectives and strengths that multilingual team members bring to our organization.  
• Utilizes Microsoft Office Suite and other business systems to perform daily administrative functions, including data entry, document management, and professional correspondence. 
• Travel Requirements: Up to 15% within Los Angeles County requiring a valid driver's license, personal vehicle, and automobile insurance. 

Physical Requirements   

To perform this job the individual must be able to carry out all essential functions satisfactorily.    

Reasonable accommodations may be made to enable qualified individual with disabilities to perform the essential functions of the job.     

• Approximately 50% of time is spent sitting, while frequently required to walk, stand and bend.   
• Must be able to speak and hear well.  
• Good vision is imperative.  
• Occasionally required to stoop, kneel, crouch or crawl. 
• Employee will be required to lift and/or move up to 25 pounds without assistance.  
• TB test clearance to be renewed every two years.   
• Verification of Immunizations required by the California Department of Health (Pertussis, Measles and Influenza).  

This job description does not encompass all essential functions and responsibilities. Para Los Niños reserves the right to modify or add to the typical duties of a position at any time.  

Expectations for All Para Los Niños Staff   

Candidates for employment at Para Los Niños, regardless of position, will consistently demonstrate the following:   

• Unwavering belief in and commitment to fulfill the mission of Para Los Niños.  
• Deep commitment to the success of all PLN students and families.   
• Commitment to excellence and high standards -- for self, students, and colleagues.   
• Continuous learning by engaging in reflection, self-assessment, and individual professional development.   
• Use of data to inform decisions and drive continuous improvement. 
• Ability to thrive as a member of a collaborative team.
• Self-motivation and initiative with solutions-oriented disposition.
• Belief in and ability to develop respectful relationships with families and children informed by the students’ cultural and socioeconomic characteristics.
• Excellent oral and written communication skills. 
• Ability to effectively handle challenging situations. 
• Comfort with basic Microsoft Office applications and a curiosity and propensity to push own adoption of new technology and approaches. 
• Regular, punctual attendance and professional appearance.   

Para Los Niños is an Equal Employment Opportunity Employer     

It is the established policy of Para Los Niños (PLN) to provide equal employment and advancement opportunities to all qualified applicants and employees without discrimination with regard to race, religious belief (including dress or grooming practices), color, sex, sex stereotype, pregnancy, childbirth or related medical conditions (including breast feeding), age, national origin (including possessing a driver’s license issued under Vehicle Code § 12801.9), ancestry, sexual orientation, gender identification and expression, transgender status, physical or mental disability, medical condition, genetic characteristics, genetic information, family care, marital status, enrollment in any public assistance program, status as military, a veteran or qualified disabled veteran, status as an unpaid intern or volunteer, or any other classification protected by law. PLN also prohibits discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.