Administrative Assistant

Position Summary: The Administrative Assistant provides comprehensive administrative, operational and logistical support to leadership, ensuring smooth day-to-day operations. This role coordinates calendars, meetings and project timelines and serves as a key point of contact for vendors and service providers.

Schedule: This is a part-time position that is estimated to work up to 20 hours per week, Monday through Friday. The regular work schedule will generally consist of consistent days and hours each week, with occasional flexibility required based on the CEO's schedule and organizational needs.

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

Administrative & Office Support: Manage and route incoming phone calls through the company's phone system, ensuring timely and professional responses. Coordinate and manage incoming and outgoing mail. Communicate with vendors and service providers regarding office and operations supplies. Maintain accurate records and assist with general administrative tasks as needed.

Calendar & Project Coordination: Enter and maintain weekly events and deadlines into Asana to support internal meetings and planning. Reference shared calendars using Google Calendar to ensure accuracy and alignment across departments. Support preparation for meetings by coordinating logistics, materials and schedules.

Event & Meeting Support: Coordinate logistics for meetings and events, including ordering food, beverages, and other required supplies. Set up and maintain snacks and refreshments for meetings. Manage inventory, storage and upkeep of event supplies such as linens, tables, umbrellas, easels and related materials. Prepare and distribute printed materials, including monthly event calendars, for public-facing and internal use.

Supplies, Inventory & Vendor Management: Order and manage office, program, and event supplies, ensuring appropriate stock levels. 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 across departments. Track and organize supplies to support smooth day-to-day operations.

Facilities & Operational Support: Perform light facilities-related tasks in support of office and program operations, including laundering and replacing shared kitchen or event linens on a regular schedule. Ensure common areas and shared resources are stocked, organized, and ready for use.

Special Projects & Executive Support: Assist with special projects and other requests from leadership. Provide flexible support to leadership and teams as organizational needs evolve.

Qualifications: Bachelor's degree and/or equivalent experience required. At least 2 years of experience in an executive or administrative support role. Excellent understanding and demonstration of customer service skills. Ability to manage priorities and use critical thinking to resolve issues. Intermediate experience with Microsoft Suite and Google Calendar. Experience with Asana, preferred. 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.

Working Conditions: Regular indoor and outdoor on-site work in a coastal park and historic district setting. Due to the location of CCMC's offices and the nature of our programs, this is a position that requires certain physical abilities. These requirements include, but are not limited to, the ability to climb stairs and walk on uneven and irregular terrain for up to three miles per day. Occasional evenings and weekends are required to support operations.

Why Join Us: Join Crystal Cove Conservancy and help create memorable experiences that directly support the preservation, education, and conservation of one of California's most treasured coastal landscapes. This is a chance to bring your event planning and hospitality skills to a mission-driven team where every gathering you coordinate helps advance our work.

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