Administrative Assistant

Job Description

Job Description

Position Summary
The Administrative Assistant supports the CEO and provides administrative, operational and logistical support to leadership at Crystal Cove Conservancy. This role coordinates calendars, meetings and project timelines and serves as a key point of contact for vendors and service providers. This position reports directly to the CEO. 

Schedule
This is a part-time, nonexempt position that is estimated to work approximately 20 hours per week. The position will primarily work weekdays, with occasional evenings and weekends required to support meetings, events and operational needs.

Compensation & Benefits
The compensation for this position is $28.00 - $30.00 per hour. This position is also eligible for paid sick leave.

Essential Position Responsibilities 

• Coordinate and maintain the CEO’s calendar and appointments.
• Reference shared calendars in Google Calendar to ensure accuracy and alignment across departments. 
• Manage and route incoming phone calls through the phone system. 
• Maintain accurate records and assist with general administrative tasks. 
• Enter and maintain weekly events and deadlines in Asana. 
• Coordinate logistics for meetings and events, including ordering food, beverages and other required supplies. 
• Prepare and distribute printed materials. 
• Order and manage office, program, and event supplies. 
• Coordinate incoming and outgoing mail. 
• Communicate with vendors regarding office and operations supplies. 
• Serve as a point of contact for external vendors to place orders and resolve issues. 
• Coordinate ordering and distribution of staff uniforms and name badges. 
• Perform light facilities-related tasks, including laundering and replacing shared kitchen or event linens on a regular schedule. 
• Ensure common areas and shared resources are stocked.
• Provide flexible support to leadership and teams as organizational needs evolve. 
• Assist with special projects and other requests from leadership. 

Qualifications 

• Bachelor's degree and/or equivalent experience required. 
• At least 2 years of experience in an executive or administrative support role. 
• Intermediate proficiency with Microsoft Office Suite and Google Calendar. 
• Excellent customer service skills and a strong service-oriented mindset. 
• Ability to manage competing priorities and use critical thinking to resolve issues. 
• Excellent verbal and written communication skills. 
• Strong attention to detail. 
• Good interpersonal skills and the ability to work with a variety of individuals. 
• Ability to maintain confidentiality and discretion. 
• High degree of professionalism and accountability. 
• Ability to climb stairs and walk on uneven or irregular terrain for extended periods, as this role is based in a coastal park and historic district setting. 
• Experience with Asana preferred. 

About Crystal Cove Conservancy
Crystal Cove Conservancy is the nonprofit dedicated to the protection, preservation and sustainability of Crystal Cove State Park, located on the traditional and unceded lands of the Acjachemen and Tongva Tribal Nations. 

Crystal Cove Conservancy and California State Parks have worked together to develop innovative educational programs that engage K-12 students and community members, preserve historic beach cottages, conserve miles of precious California coastline, steward acres of threatened habitat and promote access for historically excluded groups.

Why Join Us 
Join Crystal Cove Conservancy and help keep daily operations running smoothly for a mission-driven team preserving and sharing one of California's most treasured coastal landscapes and historic districts. This is a chance to bring your organizational and hospitality skills to a role where your support directly enables leadership, staff and the Board to do their best work. 

How to Apply
We appreciate your interest in the Administrative Assistant opportunity with Crystal Cove Conservancy! Please submit your resume for review. We are unable to accept direct inquiries for this position (emails, phone calls, etc.). Thank you!