Administrative Assistant, Operations (Daytime)

The Administrative Assistant for Operations plays a vital role in ensuring the day-to-day functioning of our office runs smoothly and efficiently. This position supports both administrative and programmatic operations, serves as a primary point of contact for clients, guests, and volunteers during daytime hours, and provides key logistical, clerical, and database support across departments. The ideal candidate is organized, detail-oriented, warm, responsive, and able to manage multiple priorities in a mission-driven environment.

Responsibilities include, but are not limited to:

Front Desk, Intake & Reception

• Create and maintain a warm, welcoming, and professional front desk and lobby environment from 9:00am-5:00pm.
• Greet and assist clients, guests, volunteers, and walk-ins with professionalism and care, connecting them with the appropriate staff member or resource.
• Monitor and respond to the agency’s primary daytime intake and general email accounts, including [email protected] and [email protected]; log inquiries and route follow-up appropriately.
• Monitor and log web inquiry forms during assigned daytime coverage hours and ensure timely follow-up by the appropriate team member.
• Provide in-person administrative and logistical support for Pre-Group Appointments (PGAs), including room readiness, client arrival, paperwork, and staff needs.
• Complete daily reminder calls and tracking for upcoming PGAs and support accurate scheduling and appointment records.
• Review incoming intake documents for completion and accuracy and follow up as needed before routing to the clinical team.

Adult Clinical Program Administrative Support

• In collaboration with the Adult Clinical Team, support the group member process from waitlist through program enrollment, including maintaining accurate client profiles and tracking changes throughout the group cycle.
• Create and maintain new group planners, rosters, charts, signage, calendars, and related administrative materials for newly forming groups.
• Prepare weekly attendance and lapsed-attendance reports for clinicians and assist with other reports that support program follow-up and continuous improvement.
• Prepare and send group-related correspondence, including post-group emails, date reminders, poems, upcoming themes, and other materials as directed by the clinical team.
• Help manage and maintain client records, program enrollments, and workflows in the Apricot database, with a focus on timely and accurate data entry.
• Assist with data collection, entry, tracking, and reporting for clinical programs and program evaluation.
• Provide additional administrative and logistical support to the Adult Clinical Team as needed.

Children's Program Support

• Provide seasonal administrative support to the School Program, including school interest calls, preparation of school binders and materials, and coordination of program supplies.
• Maintain inventory and restock School Program pantry items, supplies, wristbands, and other materials as needed.
• Provide seasonal administrative support for Camp Erin, including assisting with scheduling pre-camp appointments, sending appointment details and paperwork, tracking returned forms, creating client profiles, and completing program enrollment.
• Assist with Camp Erin preparation during the week of camp, including packing, organizing, inventory, and other logistical needs.
• Provide additional administrative and logistical support to Children’s Programs as needed.

General Office & Administrative Support

• Reset and prepare group and meeting rooms each morning, ensuring spaces are clean, organized, stocked, and ready for use.
• Maintain the cleanliness, organization, and functionality of common spaces, including the kitchen, volunteer room, group rooms, and lobby.
• Maintain supply inventories for key office, kitchen, group room, and volunteer room items and coordinate restocking or ordering with approval from the Director of Operations.
• Coordinate routine mailing and shipping requests, including book orders, using agency-approved mailing platforms.
• Check and distribute incoming mail regularly; route donations, group payments, bills, and other correspondence to the appropriate staff members and support check documentation as directed.
• Coordinate approved food and supply orders for volunteer trainings, CEUs, meetings, and other agency activities.
• Support volunteers with clerical or logistical projects and assist staff with general administrative requests as needed.
• Coordinate office maintenance and repairs as needed and communicate facility issues to the Director of Operations.
• Participate in weekly 1:1 meetings with the Director of Operations, team meetings, and monthly all-staff meetings.

Development & Event Support

• Attend and support major annual agency events, including Walk & Remember 5K, House of Hope Gala, Night for Hope, Volunteer Appreciation, Camp Erin, and other events as assigned.
• Assist with event preparation, packing, setup, guest-facing logistics, breakdown, and other event production needs.
• Provide administrative support to Development as needed, including mail collection, check scanning or documentation, and routing of donor correspondence.

Pay: $22.00 - $25.00 per hour

Expected hours: 37.5 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in Los Angeles, CA 90034