Office Assistant

Vital Link helps young people gain experience, unlock doors, and build the confidence they need to create a better future. Vital Link is a nonprofit organization with a mission to provide career exploration to in\-school and out\-of\-school youth to create a stronger workforce, and our success depends on our unique ability to be the link between industry and education, to solve problems and overcome obstacles that prevent students' access to education, experience, and opportunities. If you are enthusiastic about connecting with people, energized by our mission and vision, and enjoy being a part of a team, we invite you to apply! Position Overview: Under the supervision of the President, the Office Assistant provides administrative and operational support to Vital Link's executive team. This position is responsible for maintaining the office's daily organization, coordinating executive calendars and meetings, managing organizational records, supporting data management, and ensuring that all meetings and events are professionally prepared. The Office Assistant directly supports the President, Director of Operations, Director of Corporate and Community Engagement, and Program Manager, and serves as the central point of coordination for office operations and administrative systems. Essential Job Responsibilities: Administrative Support Provide administrative support to the executive leadership team. Coordinate calendars and schedule meetings for executive staff. Prepare meeting agendas, materials, and supporting documents. Assist with board meeting preparation and logistics. Coordinate conference room reservations and meeting schedules. Answer phones, greet visitors, and provide exceptional customer service to guests, volunteers, and partners. Manage incoming and outgoing mail and office correspondence. Perform general administrative duties as assigned. Office Operations Maintain a clean, organized, and professional office environment.. Coordinate meeting setup, including tables, seating, presentation materials, refreshments, snacks, and beverages. Ensure meeting spaces are cleaned and reset following each meeting or event. Monitor and maintain office supplies, snacks, beverages, and equipment. Coordinate purchasing and restocking of office supplies as needed. Organize printer \& office service requests when necessary. CRM \& Data Management Maintain accurate records within the CRM \- DonorPerfect. Enter and update volunteer, donor, employer, education partner, and stakeholder information. Track volunteer outreach, engagement, and participation. Ensure organizational data is complete, accurate, and current. Generate reports from DonorPerfect as requested by leadership. Assist with data entry and reporting for grants and organizational initiatives. Document \& File Management Organize and maintain Vital Link's Google Drive filing system. Ensure electronic files are consistently named, organized, and easily accessible. Archive historical documents and maintain current organizational records. Assist leadership with document preparation and file management. Maintain confidentiality of organizational records and sensitive information. Technical Skills Google Workspace (Docs, Sheets, Drive, Calendar) Microsoft Office Suite CRM databases (DonorPerfect preferred) Canva (preferred) Adobe Acrobat (preferred) Zoom and Teams virtual meeting platforms Requirements: High School Degree (Associate Degree preferred) Valid California Driver's License. Reliable transportation and current automobile insurance. Ability to occasionally lift up to 25 pounds for meeting and event setup. Successful completion of a background check. * Successful completion of a TB test. Pay: $19\.00 \- $22\.00 per hour Work Location: In person