Program and Operations Assistant

Company Name: Confidential Title: Program and Operations Assistant Job Type: Part-time, typically around 20 hours per week, with the potential to\nincrease to 30 hours during busy periods and planned events. Compensation: $25 per hour Schedule: Monday–Friday, approximately 20 hours per week, with flexibility to\nincrease to 30 hours during busier periods and planned events. While this role\noffers flexibility, general availability between 8 a.m. and 2 p.m. PST is\nneeded. Location: Hybrid – Primarily remote, with onsite work at various Los\nAngeles-area sites approximately 1–2 weeks per quarter, including juvenile\nfacilities. About the\nRole We’re\nlooking for a proactive, solutions-oriented Program and Operations Assistant to\nsupport program leadership and the broader team. This role is ideal for someone\nwho thrives on staying organized, managing multiple priorities, working\nindependently, and building positive working relationships. An important part of this role involves periodic onsite visits to\njuvenile facilities in Los Angeles County. You’ll accompany program leadership during some\nvisits and may be expected to visit a facility independently while leadership\ncovers another location. Candidates must be comfortable working onsite in\njuvenile correctional settings and interacting professionally with facility\nstaff and program partners. Success in\nthis position requires strong project ownership, dependable follow-through, and\nproactive communication. You’ll be responsible for tracking deadlines, ensuring\nmaterials and logistics are ready ahead of events, following tasks through to\ncompletion, and flagging missing information, materials, or potential delays\nearly. We’re looking for someone who takes initiative, anticipates needs, and\nhelps keep programs running smoothly with minimal supervision. Key\nResponsibilities · Manage program documentation, participant records, attendance, and\ndigital files across all program sites, ensuring accuracy and timely\ncompletion. · Coordinate with teaching artists, site staff, parents, and partners to\ncommunicate updates, collect materials, and ensure timely follow-through. · Manage calendars, scheduling, travel arrangements, meetings, and event\nlogistics, including occasional screenings and special events. · Conduct periodic onsite visits to juvenile facilities in Los Angeles\nCounty. Accompany program leadership during visits and independently cover a\nfacility when needed. · Track deadlines, manage task lists, and follow projects through to\ncompletion, proactively identifying outstanding items and addressing potential\ndelays. · Coordinate event and program preparation by confirming materials,\nequipment, and logistics are ready in advance and following up on missing\nitems. · Track and maintain inventory of technology, equipment, and program\nmaterials. · Monitor program communications and relay important updates, including\nincidents, cancellations, and schedule changes. · Maintain organizational inboxes, meeting notes, task trackers, and\nfollow-up documentation. · Support the planning and facilitation of program\nevents, including the annual screening, financial literacy workshops, field\ntrips, and potential fundraising and tabling events. · Create and update internal documents, templates, checklists, and\nworkflows to support efficient operations. · Handle sensitive information with discretion and maintain\nconfidentiality. · Provide general administrative and operational\nsupport to facilitate successful program implementation and organizational\neffectiveness, taking on additional responsibilities and evolving duties as\nprograms and organizational needs grow. Requirements Tools &\nTechnology Comfort\nwith or willingness to learn Google Workspace (Docs, Sheets, Drive, Calendar,\nand Forms), Canva, Mailchimp, AI tools, and other digital platforms. Proficiency\nin Airtable and Slack is required. What You’ll\nNeed · 2–3 years of experience in a program and operations assistant or\nsimilar administrative/program support role. · Demonstrated ability to manage timelines, track multiple priorities,\nmeet deadlines, and follow tasks through to completion. · Strong project ownership, including the ability to anticipate needs,\nconfirm readiness for events, follow up on outstanding items, and communicate\npotential delays early. · At least one year of experience using Airtable and Slack, with the\nability to navigate these tools confidently. · Strong organizational, time management, communication, and\nproblem-solving skills. · A proactive, dependable work style and the ability to work\nindependently in a remote environment with minimal supervision. · Warm, professional communication and strong follow-through. · Comfort and willingness to work onsite in juvenile correctional\nfacilities, including accompanying program leadership during visits and\noccasionally covering a facility independently. · A valid California driver's license and reliable transportation to\ntravel to various sites within the Los Angeles area approximately 1–2 weeks per\nquarter. · Ability to successfully pass a background check following a contingent\noffer. Preferred\nExperience · Spanish-English bilingual skills strongly preferred.