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 increase to 30 hours during busy periods and planned events.

Compensation: $25 per hour

Schedule: Monday–Friday, approximately 20 hours per week, with flexibility to increase to 30 hours during busier periods and planned events. While this role offers flexibility, general availability between 8 a.m. and 2 p.m. PST is needed.

Location: Hybrid – Primarily remote, with onsite work at various Los Angeles-area sites approximately 1–2 weeks per quarter, including juvenile facilities.

About the Role

We’re looking for a proactive, solutions-oriented Program and Operations Assistant to support program leadership and the broader team. This role is ideal for someone who thrives on staying organized, managing multiple priorities, working independently, and building positive working relationships.

An important part of this role involves periodic onsite visits to juvenile facilities in Los Angeles County. You’ll accompany program leadership during some visits and may be expected to visit a facility independently while leadership covers another location. Candidates must be comfortable working onsite in juvenile correctional settings and interacting professionally with facility staff and program partners.

Success in this position requires strong project ownership, dependable follow-through, and proactive communication. You’ll be responsible for tracking deadlines, ensuring materials and logistics are ready ahead of events, following tasks through to completion, and flagging missing information, materials, or potential delays early. We’re looking for someone who takes initiative, anticipates needs, and helps keep programs running smoothly with minimal supervision.

Key Responsibilities

· Manage program documentation, participant records, attendance, and digital files across all program sites, ensuring accuracy and timely completion.

· Coordinate with teaching artists, site staff, parents, and partners to communicate updates, collect materials, and ensure timely follow-through.

· Manage calendars, scheduling, travel arrangements, meetings, and event logistics, including occasional screenings and special events.

· Conduct periodic onsite visits to juvenile facilities in Los Angeles County. Accompany program leadership during visits and independently cover a facility when needed.

· Track deadlines, manage task lists, and follow projects through to completion, proactively identifying outstanding items and addressing potential delays.

· Coordinate event and program preparation by confirming materials, equipment, and logistics are ready in advance and following up on missing items.

· Track and maintain inventory of technology, equipment, and program materials.

· Monitor program communications and relay important updates, including incidents, cancellations, and schedule changes.

· Maintain organizational inboxes, meeting notes, task trackers, and follow-up documentation.

· Support the planning and facilitation of program events, including the annual screening, financial literacy workshops, field trips, and potential fundraising and tabling events.

· Create and update internal documents, templates, checklists, and workflows to support efficient operations.

· Handle sensitive information with discretion and maintain confidentiality.

· Provide general administrative and operational support to facilitate successful program implementation and organizational effectiveness, taking on additional responsibilities and evolving duties as programs and organizational needs grow.

Requirements

Tools & Technology

Comfort with or willingness to learn Google Workspace (Docs, Sheets, Drive, Calendar, and Forms), Canva, Mailchimp, AI tools, and other digital platforms. Proficiency in Airtable and Slack is required.

What You’ll Need

· 2–3 years of experience in a program and operations assistant or similar administrative/program support role.

· Demonstrated ability to manage timelines, track multiple priorities, meet deadlines, and follow tasks through to completion.

· Strong project ownership, including the ability to anticipate needs, confirm readiness for events, follow up on outstanding items, and communicate potential delays early.

· At least one year of experience using Airtable and Slack, with the ability to navigate these tools confidently.

· Strong organizational, time management, communication, and problem-solving skills.

· A proactive, dependable work style and the ability to work independently in a remote environment with minimal supervision.

· Warm, professional communication and strong follow-through.

· Comfort and willingness to work onsite in juvenile correctional facilities, including accompanying program leadership during visits and occasionally covering a facility independently.

· A valid California driver's license and reliable transportation to travel to various sites within the Los Angeles area approximately 1–2 weeks per quarter.

· Ability to successfully pass a background check following a contingent offer.

Preferred Experience

· Spanish-English bilingual skills strongly preferred.