Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support daily operations for a non-profit organization in Los Angeles, California. This is a Contract position suited for someone who can manage shifting priorities, handle sensitive information with discretion, and provide reliable administrative support across multiple functions. The ideal candidate brings strong judgment, resourcefulness, and the ability to work independently while maintaining accuracy in data, records, and communications.

Responsibilities:
• Provide day-to-day administrative support by managing schedules, coordinating correspondence, and assisting management staff with operational needs.
• Maintain accurate records and databases through careful data entry, routine updates, and consistent quality checks.
• Organize virtual meetings using Zoom and Microsoft Teams, including scheduling sessions, preparing materials, and supporting smooth meeting execution.
• Research, confirm, and compile information from various sources to support reporting, decision-making, and program activities.
• Prepare spreadsheets, presentations, and written documents using Microsoft Office tools to support internal and external communication.
• Monitor multiple assignments at once, prioritize urgent requests, and keep tasks moving forward within required deadlines.
• Respond to incoming calls and front-office inquiries in a thorough and organized manner while directing requests appropriately.
• Identify administrative inefficiencies and recommend practical improvements that strengthen workflow and program support.

• Proven experience in an administrative support, office coordination, or receptionist-focused role.

Must be bilingual in Spanish

• Strong critical thinking skills with the ability to assess situations and resolve issues with limited direction.

• High accuracy in data entry and document handling, with close attention to detail.

• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, including the use of Excel formulas.

• Ability to learn new software, procedures, and program requirements quickly in a changing environment.

• Excellent organizational and time-management skills with the ability to handle competing priorities effectively.

• Experience supporting virtual meetings and preparing reports, records, and other administrative materials.

• Strong communication skills and the ability to maintain confidentiality in handling sensitive information.