Program Administrative Assistant

Program Administrative Assistant 

Reports To: Chief Program Officer 

Status: Full-time: Exempt 

Location: Los Angeles (Little Tokyo Office) 

Hours of Operation: 9:00am – 5:30pm  

Hourly or Salary Range: $23.00 - $30.00 per hour/annually (based on experience and qualifications) 

Are you passionate about giving back to your community and making a lasting difference in the lives of young people? 

Who We Are: 

In 1922, Woodcraft Rangers opened its doors in Los Angeles and began its mission of guiding young people as they explore pathways to purposeful lives. As a progressive organization, Woodcraft has always been responsive to the evolving needs of the communities served, and is notably inclusive, youth-led, and rooted in the Woodcraft Way, a holistic framework that develops body, mind, spirit, and service. Continuously at the forefront of expanded learning opportunities, Woodcraft Rangers has a rich history of making a significant impact in the greater Los Angeles area, believing that all youth are innately good, deserve the opportunity to realize their full potential, and should be an active participant in defining their own path.  

 What We Do:  

Woodcraft Rangers provides TK-12 expanded learning programs, including before and after school, specialty enrichment, and summer learning. In the past few years, Woodcraft has expanded its menu of services beyond traditional afterschool programs and summer camps to include early learning, environmental and social justice, college access, and inclusion services for youth with intellectual and developmental disabilities. Additionally, we offer LifeCraft, a college and career advancement program to support the development of approximately 2,000 staff. Today, Woodcraft Rangers serves more than 30,000 youth ages 4 to 18 each year across 150 plus Title I schools in Los Angeles, San Bernardino, and Riverside counties, and continues to expand its reach. 

Ideal Candidate: 

The ideal candidate is a highly organized, proactive, and detail-oriented professional who thrives in a fast-paced, mission-driven environment. They bring strong administrative and communication skills and are comfortable handling confidential information with discretion and professionalism. They are a natural collaborator who can manage competing priorities, anticipate needs, and follow through on tasks with minimal supervision. A passion for youth development and community impact, along with the ability to work across departments and support diverse programmatic needs, is essential to success in this role.  

Why Work for Woodcraft Rangers: 

• Competitive salary – $23.00 - $30.00 

• Paid vacation & sick time – generous time off to recharge 

• Lifecraft program – free college & career advancement for all staff 

• Upward mobility – promote-from-within culture 

• Health, dental & vision – comprehensive benefits coverage 

• 403(b) retirement plan – invest in your future 

• Pet insurance – because your whole family matters 

• Mission-driven work – impact 30,000 + young people annually 

Role Overview: 

The Program Administrative Assistant plays a critical role in supporting the Chief Program Officer (CPO) and the Programs Division — which includes Student Services, Learning and Development, and Programs — in achieving organizational goals and maintaining operational excellence. Reporting directly to the CPO, this individual serves as a key organizational partner, helping to ensure the CPO stays on top of projects, deadlines, and communications. The role combines traditional executive level administrative support with hands on programmatic assistance, including support during high priority events such as training launches and program rollouts. This position requires a high degree of discretion, as the individual will regularly handle confidential information including internal communications and reports.  

Responsibilities: 

• Provide comprehensive calendar management for the Chief Program Officer, including scheduling meetings, appointments, and recurring check-ins with internal teams and external partners 

• Prepare, compile, and distribute recurring reports on behalf of the CPO and across program departments, ensuring accuracy, timeliness, and appropriate formatting 

• Attend and support internal and external meetings by taking detailed notes, tracking action items, and following up to ensure completion and accountability 

• Support scheduling and logistics coordination for organizational partnerships, including preparing agendas, materials, and follow-up communications 

• Assist the Programs Division — including Student Services, Learning and Development, and Programs — with administrative and operational support, particularly during high-priority periods such as program launches, training rollouts, and large-scale events 

• Support registration processes for trainings and programs, including data entry, participant tracking, and ad hoc administrative tasks as needed 

• Assist the CPO with project tracking and follow-through, helping to manage timelines, deadlines, and communication across departments 

• Review and manage confidential information including internal emails and reports with the highest level of discretion and professionalism 

• Draft, proofread, and manage correspondence on behalf of the CPO, ensuring timely and professional communication with internal and external stakeholders 

Qualifications/Skills: 

Required: 

• 1+ years of administrative, executive assistant, or operations experience, preferably in a nonprofit or education-related setting 

• Strong organizational skills and ability to manage multiple priorities and deadlines simultaneously 

• Demonstrated ability to handle sensitive and confidential information with discretion and sound judgment 

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and/or Google Workspace; familiarity with project management or scheduling tools a plus 

Preferred: 

• Excellent written and verbal communication skills, including the ability to draft professional correspondence and take clear, accurate meeting notes 

• Ability to work in a fast-paced, dynamic environment and adapt quickly to shifting needs, including hands-on support during program events and trainings 

• Strong interpersonal skills and a collaborative spirit; ability to work effectively across teams and with external partners and stakeholders 

• High school diploma required; associate or bachelor's degree in business administration, communications, or a related field preferred  

Physical Demands: 

In compliance with the Americans with Disabilities Act (ADA), the following physical demands may be essential for the effective performance of this position. Reasonable accommodation will be considered to enable individuals with disabilities to perform these essential functions: 

• Frequent standing is required during working hours 

• The ability to travel across the Great Los Angeles area, using either a car or public transportation, is necessary several times a month.  

• Regular use of hands for various tasks, such as operating a computer and handling objects, is essential.  

• Must be able to occasionally lift/move up to 40 pounds.  

• Reasonable accommodation is available for individuals with disabilities.  

Work Environment: 

We are committed to fostering an inclusive work environment and will actively consider reasonable accommodations to enable individuals to effectively perform their roles. This position operates in environments typical of the following key aspects: 

• Regular exposure to computer monitors during work. 

• The typical noise level of a standard work environment. 

• Stable internet access is required for effective work-from-home performance. 

Woodcraft Rangers provides equal employment opportunities to all qualified applicants without discrimination with regard to race, religious belief, color, sex, sex stereotype, pregnancy, childbirth or related medical conditions (including breastfeeding), age, national origin, ancestry, sexual orientation, gender identification and expression, transgender status, transitioning status, physical or mental disability, medical condition, genetic characteristics, genetic information, family care, marital status, enrollment in any public assistance program, status as military, a veteran or qualified disabled veteran, status as an unpaid intern or volunteer, or any other classification protected by law. We also prohibit discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.