Administrative Assistant - Los Angeles Location

Job Description

Job Description

Description:

The Administrative Assistant provides essential executive and operational support to the Senior Vice President of Housing and the broader HOM Los Angeles leadership team. Serving as a key point of coordination for the LA office, the Administrative Assistant facilitates smooth day-to-day operations by managing executive communications, maintaining calendars, preparing documents, supporting meetings, and ensuring that administrative systems are organized and efficient. This is a non-exempt, office-based role that requires exceptional discretion, professionalism, and initiative. The Administrative Assistant embodies HOM's commitment to excellence and service, contributing meaningfully to a high-performing team dedicated to housing individuals and families in need throughout Los Angeles.

Primary Job Responsibilities

Executive and Leadership Support

• Provide high-level administrative support to the Senior Vice President of Housing, including calendar management, meeting coordination, travel arrangements, and correspondence.
• Prepare, proofread, and format a wide variety of documents including reports, presentations, briefings, memos, and correspondence on behalf of the SVP and LA leadership team.
• Anticipate the SVP's needs by tracking commitments, deadlines, and priorities, and proactively surfacing time-sensitive matters for action.
• Manage and triage the SVP's email and communications, drafting responses and flagging urgent items as directed.
• Coordinate logistics and materials for internal and external leadership meetings, including agenda preparation, note-taking, and tracking follow-up actions.
• Support the preparation and formatting of reports, data summaries, and presentations for partner agencies, funders, and internal stakeholders.
• Maintain strict confidentiality of sensitive organizational, personnel, and program information at all times.

Office and Operational Coordination

• Serve as the first point of contact for the HOM Los Angeles office, greeting visitors, answering calls, and routing inquiries to the appropriate team members in a professional and welcoming manner.
• Manage office supply inventory, coordinate procurement, and maintain relationships with office vendors and service providers in coordination with the Business Operations Director.
• Coordinate facilities needs for the LA office, including liaising with building management for maintenance requests and ensuring the workspace is functional and well-maintained.
• Maintain organized physical and electronic filing systems for office-wide documents, contracts, and administrative records.
• Support onboarding logistics for new staff, including coordinating workspace setup, equipment access, and orientation scheduling.
• Process and track outgoing and incoming mail, packages, and deliveries for the LA office.
• Coordinate office events, staff meetings, team gatherings, and recognition activities as directed by leadership.

Meeting and Communication Coordination

• Schedule, prepare, and provide logistical support for meetings across departments and with external partners, including virtual and in-person coordination.
• Record and distribute meeting notes, track action items, and follow up with team members on outstanding deliverables as directed by the SVP.
• Coordinate communications and scheduling across HOM's LA leadership team, including the Business Operations Director, Housing Director, and program supervisors, to support cross-departmental alignment.
• Maintain and distribute the LA team's shared meeting calendar and recurring reporting schedules.
• Serve as a communication bridge between the SVP's office and internal teams, ensuring timely distribution of organizational updates, announcements, and directives.

Administrative Support

• Assist with special projects and organizational initiatives as directed by the SVP, including research, document compilation, data gathering, and progress tracking.
• Support preparation of materials for audits, contract renewals, board presentations, and funder reports as assigned.
• Track and reconcile expense reports and invoices for leadership team, coordinating with the Business Operations Director as needed.
• Assist the Training and Development Coordinator with scheduling and logistical coordination for staff training and development activities.
• Assist the Business Operations Coordinator with administrative components of IT, facilities, and supply management.
• Perform related duties as assigned to support the smooth operation of the HOM Los Angeles office.

Requirements:

• Proficiency in Office 365 Suite, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive.
• Excellent written and verbal communication skills, with a professional, polished, and service-oriented communication style.
• Exceptional organizational skills with the ability to manage multiple priorities, track deadlines, and maintain detail and accuracy under pressure.
• Strong interpersonal skills and demonstrated ability to work professionally with individuals at all organizational levels and with diverse external stakeholders.
• Discretion and sound judgment in handling confidential and sensitive information.
• Ability to work independently, take initiative, anticipate needs, and follow through on assignments with minimal supervision.
• Professional demeanor suitable for representing the SVP's office and the HOM organization to external partners, funders, and community stakeholders.

Other Requirements

• Must pass a background check with no findings that impact the ability to fulfill compliance and role responsibilities.
• This role will have access to sensitive data, including Personally Identifiable Information (PII) and Protected Health Information (PHI), and must adhere to HOM Security and Privacy Policies.
• Team Member may use or disclose PII or PHI through the course of their administrative duties listed above. All use and disclosure is subject to procedures outlined in Section 1.10 of the HOM Privacy Policies.
• Must demonstrate HOM's core competencies: Emotional Intelligence, Expertise, Ethics, and Excellence.
• Must be able to travel locally as needed for events, training, and site visits.
• Willingness to perform other duties as needed or assigned.

Education and Experience

• Associate's or Bachelor's degree in Business Administration, Communications, or a related field preferred.
• Minimum 3-5 years of administrative or executive support experience; experience supporting senior leadership in a nonprofit, government, or social services setting strongly preferred.
• Experience with calendar management, correspondence, and document preparation in a professional office environment.
• Familiarity with housing assistance programs, homeless services, or HUD-funded programs a plus.
• Experience with Padmission Journey or similar case management or program management platforms preferred.
• Bilingual or multilingual skills desired.