Administrative Assistant

Position Summary

The Administrative Assistant reports to the Vice President, Finance and primarily supports the LAist newsroom and the Senior Vice President of News. The role provides day-to-day administrative and operational support to newsroom leadership, including proactive calendar management for the Senior Vice President of News; meeting coordination and follow-up; vendor, database, onboarding and offboarding, safety gear, and documentation management; and other activities that support an effective newsroom. The role also provides as-needed support to Development and Membership and serves as backup to the Senior Executive Assistant to the President & CEO, including assisting with organization-wide internal meetings such as all-staff meetings.

Expected Compensation Range:

$25.60–$32.18 per hour. The exact salary rate is determined by experience and education related to the role, organizational compensation structure, and internal equity.

Location:

Hybrid, Pasadena, CA

Application Process:

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Application Deadline:

Open until filled.

Position Responsibilities

Newsroom Administration and Operations

Attends newsroom leadership meetings and assists with follow-up, including coordinating with internal and external stakeholders, building slide decks, and leading research tasks.

Handles action items from reporter meetings and safety committee meetings to support the newsroom.

Provides primary, proactive calendar management and meeting scheduling support for the Senior Vice President of News, with additional scheduling support for other newsroom leaders as needed.

Manages newsroom vendor relations, including Accurint, Lexis, Getty, and LiveScans for press passes, and coordinates the annual press pass renewal process.

Works with newsroom editors to help manage freelance contracts, outreach, and budget tracking.

Maintains newsroom databases, including tracking trainings and debriefs.

Manages newsroom email lists, newsroom accounts in 1Password, and newspaper subscriptions.

Helps oversee effective onboarding and offboarding for newsroom staff and interns and identifies opportunities to improve the process.

Assists with the newsroom library project and ongoing work to streamline and update newsroom documentation.

Oversees updates to the newsroom breaking news toolkit for emergencies and major breaking news events.

Partners with Facilities to manage reporter safety gear inventory and the check-out process.

Assists with onsite and offsite events, including staff gatherings, and supports staff and internal photo needs.

Helps send and gather information for staff updates and other internal communications.

Proactively recommends improvements that support a positive newsroom culture and efficient, effective operations.

Development and Membership Support (As Needed)

• Retrieves Development Operations mail and remittance envelopes from the secured lobby location as part of regular mail processing.
• Sorts mail and remittances, routes checks to the Finance safe, and distributes items intended for other departments.
• Routes correspondence, unusual items, and transactions requiring follow-up to the appropriate Development, Membership, or Finance staff and secures any unprocessed items.
• Handles and processes PCI-restricted donor payments on a semi-monthly basis, including opening remittances containing credit card or banking information; processing credit card and EFT gifts using the PCI-compliant computer; documenting and routing unsuccessful or incomplete transactions to Member-Audience Services; and redacting and disposing of sensitive material in accordance with PCI procedures.
• Coordinates donor communications with the Member-Audience Services team.
• Provides additional administrative support to Membership, Development, and Underwriting as needed, based on organizational priorities.
  Senior Executive Assistant and Organizational Support (As Needed)
• Supports the Senior Executive Assistant to the President & CEO with organization-wide internal meetings, such as all-staff meetings, including scheduling, logistics, agendas, and materials.
• Provides backup and as-needed administrative support to the Senior Executive Assistant to the President & CEO.

Organizational Relationships

• Internal: Newsroom leadership and staff, Development, Membership, Member-Audience Services, Underwriting, Finance, Facilities, and the Office of the President.
• External: Vendors, freelancers, and donors.
• Performs other duties as assigned.
  Required Education and Experience
• Associate's or Bachelor's degree preferred, or an equivalent combination of education and experience.
• Three or more years of administrative or operations support experience.
  Required Skills, Knowledge and Abilities
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Ability to handle confidential information and sensitive financial data appropriately.
• Proactive problem-solving skills and initiative to improve processes.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and Google Workspace, including building slide decks and maintaining databases.
• Ability to work collaboratively with staff at all levels and across departments.

Required Education and Experience

• Associate's or Bachelor's degree preferred, or an equivalent combination of education and experience.
• Three or more years of administrative or operations support experience.

Required Skills, Knowledge and Abilities

• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Ability to handle confidential information and sensitive financial data appropriately.
• Proactive problem-solving skills and initiative to improve processes.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and Google Workspace, including building slide decks and maintaining databases.
• Ability to work collaboratively with staff at all levels and across departments.

Preferred Skills and Experience

• Experience supporting a newsroom or media organization.
• Experience processing payments in a PCI-compliant environment.
• Experience with vendor management, contracts, or budget tracking.
• Event planning experience.
• Experience working in a nonprofit or public media organization.

Reporting to This Position

None.

Physical Demands and Working Conditions

• Must be able to perform the essential duties of the position with or without reasonable accommodation.
• Regular in-office presence is required for mail and PCI payment processing.
• Ability to attend occasional events outside standard office hours.
• Required to move about in an office environment and sit for extended periods.
• Required to stand for extended periods during scheduled events.
• Required to lift up to 25 pounds.
• Frequent use of hands for data entry, keystrokes, and simple grasping.
• Moderate noise level.

LAist (LAist 89.3/LAist.com/LAist Studios) is diverse in race, ethnicity, language, culture, social class, national origin, religious and political belief, age, ability, gender, gender identity, and sexual orientation in addition to other markers protected by law.

At LAist, we strive to create an inclusive environment where we all feel pride in who we are and what we do. We are encouraged to show up as we are – always embracing and recognizing that our diversity is what brings us together. Our fundamental commitment to diversity:

• Enriches LAist and provides an atmosphere in which all human potential is valued
• Promotes learning through interactions among people of different backgrounds and many perspectives, and
• Enables the organization to prepare all employees to promote social responsibility, equity, freedom, and productive citizenship in a global society

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.

We are committed to hiring a breadth of diverse professionals and encourage you to apply.