Administrative Assistant (Full-Time, Remote)

SUMMARY

Title: Administrative Assistant

Salary: $65,000 - $86,000, depending on experience

Status: Full-time, permanent

Classification: Non-exempt

Supervises: None

Location: Remote (within the continental U.S.)

Work hours: 9am - 5pm in your local time zone, with some exceptions

DESCRIPTION

The Administrative Assistant is a full-time, remote position that supports one or more teams at the Youth Law Center (YLC). Founded in San Francisco in 1978, YLC is a 501(c)(3) nonprofit legal advocacy organization working to transform foster care and juvenile justice systems across the nation so every youth and child can thrive. We engage in a variety of traditional and creative advocacy strategies, including litigation, policy reform, media campaigns, public education, and collaborative system-reform projects. In particular, the Administrative Assistant will support staff working on YLC’s Quality Parenting Initiative (QPI), an advocacy strategy that engages stakeholders at child welfare agencies, including youth and caregivers, to transform their system’s practices and ensure that young people in care receive excellent parenting every day.

Reporting to the QPI Special Projects Manager, the Administrative Assistant will play a key role in supporting QPI’s day-to-day operations and other YLC administrative functions, including but not limited to the following responsibilities:

• Schedule meetings, manage calendars, and coordinate other meeting preparation
• Set up and manage Zoom meetings and webinars; create registration and attendance reports
• Help orient and train staff and external partners on YLC technology and troubleshoot problems
• Provide executive support to senior leadership team members, including support with travel, reimbursements, correspondence, note taking, and document review
• Monitor general contact inboxes and respond to inquiries
• Create, format, edit, and proofread a variety of documents, slide decks, and program materials
• Enter and maintain information in a constituent database
• Track contract deliverables, program activity, and other data in Excel and Google Sheets, produce reports and data visualization
• Create and edit website content in WordPress
• Draft and distribute emails to constituents through Gmail and email marketing tools
• Digitally file documents, maintain and improve filing systems, and help develop policies and procedures for file management
• Collaborate with team members to define and document work processes
• Support program and/or organizational compliance and evaluation
• Support in-person event coordination

REQUIRED QUALIFICATIONS

Everyone on the YLC team is expected to have professional skills such as good time management, effective communication, collaboration, attention to detail, ability to work independently, and commitment to our mission. Below are the key qualifications we’re seeking specifically for the Administrative Assistant position:

• At least three years of prior experience in dedicated administrative positions
• Prior experience working in a remote/virtual team setting
• Advanced skill in the use of Zoom meeting and webinar host tools and account management
• Advanced proficiency in Google Sheets & Excel
• Advanced proficiency in creating slide decks and templates in PowerPoint or Google Slides
• Strong data visualization skills
• Proficiency in Google Workspace apps, including Gmail, Calendar, Docs, and Forms
• Excellent skill in writing clearly and accessibly for a general audience, especially when providing information and explaining processes
• Familiarity with common conventions for naming and organizing digital files
• Ability and willingness to travel to various locations within the US for in-person events several times per year, sometimes requiring air travel
• Current U.S. work authorization and ability to work from home from a location within the continental United States on a full-time basis

DESIRABLE QUALIFICATIONS

• Proficiency with marketing tools such as MailChimp or Constant Contact
• Proficiency with managing contacts in a constituent database and/or CRM
• Experience providing support to multiple managers/executives and resolving competing requests
• Experience working in a nonprofit advocacy setting and/or a system that serves children