Job Description

Administrative Assistant (Part-Time, 15-25 hours/week)

Reports to:

Executive Director

Location:

Oakland, CA (Hybrid)

Start Date:

Flexible, as early as January 5th

About YouthBeat

YouthBeat is an Oakland-based nonprofit that educates, empowers, and employs young storytellers through high-quality media arts programs. We support students from under-resourced communities in developing technical skills, confidence, and meaningful pathways into higher education and the creative workforce.



We are a small but mighty team driven by collaboration, creativity, and a commitment to our students' success. We're seeking an organized, proactive Administrative Assistant who can help strengthen our internal systems and keep our fast-moving organization running smoothly.

Position Overview

The part-time Administrative Assistant is a critical member of the YouthBeat team and often the first point of contact for students, families, partners, and donors. This part-time role supports the Executive Director, strengthens organizational operations, and helps maintain the systems that keep YouthBeat's programs and partnerships thriving.



We're looking for someone who loves building structure, takes initiative, and communicates with warmth and clarity. The role includes professional development and growth opportunities, a strong positive work culture, and the chance to support meaningful creative programs for Oakland youth.

Key Responsibilities

1. Frontline Communication & Support

Serve as one of the primary points of contact for incoming calls, emails, and general inquiries.


Provide timely, clear, and welcoming communication to students, families, donors, and partners.
Ensure messages are routed to the appropriate staff and followed up on.

2. Executive Director Support

Manage and organize the Executive Director's calendar, including scheduling meetings, preparing materials, and coordinating logistics.


Assist with reviewing and prioritizing the ED's email inbox and drafting simple responses as needed.
Help the ED track deadlines, outreach, follow-ups, and key relationships.

3. Organizational Systems & Project Coordination

Develop and maintain organizational tools such as project trackers, workflows, shared calendars, and team communication systems.


Support internal coordination by helping to set agendas, take notes, and document action items for staff meetings.

Maintain shared drives, folders, and naming conventions to keep YouthBeat documents consistent and easy to find.
Assist with onboarding new staff by preparing accounts, files, and org tools.

4. Accounting & Operations Support

Deposit checks and track incoming payments.


Maintain accurate financial records in collaboration with the Finance and Operations Manager.

Assist with vendor paperwork, W-9 collection, and invoice processing.
Track receipts and support monthly reconciliation processes.

5. Development & Grant Support

Maintain donor and grant records in our CRM/database.


Gather compliance documents, program photos, reports, and supplementary materials required for grant submissions.

Support the preparation of acknowledgment letters, donor outreach, and stewardship activities.
Help maintain the grants calendar and ensure deadlines are tracked.

6. General Administrative Support

Support event planning and logistics for workshops, fundraisers, and student showcases.


Order supplies and manage basic office needs at KDOL and YouthBeat PRO.

Assist with program communications--reminders, forms, surveys--as needed.
Perform other duties as assigned to support the smooth functioning of the organization.

Qualifications

Required

Strong organizational and time-management skills.


Excellent written and verbal communication skills.

Comfort with Gmail, Google Workspace, spreadsheets, and basic digital tools.

Ability to manage sensitive information with discretion.

Friendly, professional customer-service orientation.
Ability to work independently and collaboratively.

Preferred

Experience supporting an executive or leadership position.


Familiarity with donor databases/CRMs (e.g., Bloomerang, Salesforce, or similar).

Basic bookkeeping experience or comfort learning accounting processes.

Experience in a nonprofit, youth-serving, or community-based environment.
Bilingual (English/Spanish) is a plus, but not required.

Work Schedule, Compensation, & Benefits

Hours:

15-25 hours per week, with some flexibility.

Location:

Hybrid -- on-site shifts required at least 2 days per week at KDOL-TV (286 East 10th Street in Oakland)

Compensation:

$26-32/hour, commensurate with experience. *

Benefits:

Professional development opportunities, and the chance to support meaningful creative programs for Oakland youth.