Administrative Assistant

About the job

About the Opportunity:

The Administrative Assistant provides essential administrative and operational support to help Dominguez Dream Academy run smoothly and stay organized during growth. This role supports the Executive Director and broader organization through day-to-day coordination, communication, and follow-through across administrative, financial, and program-related tasks. The organization serves public and private sector clients in diverse fields including aviation, healthcare, education, justice and essential services, science and technology, government, transportation, water and wastewater, energy, and commercial, residential and nonprofit markets.

Responsibilities:

• Serve as first point of contact for general inquiries via email and voicemail

• Manage shared inboxes, calendars, and scheduling for meetings and deadlines

• Maintain organized digital filing systems with secure document storage

• Support operational tracking for contracts, insurance, and compliance files

• Coordinate vendors or service providers such as accounting or technology support

• Support bookkeeping tasks including tracking income and expenses, organizing receipts, categorizing transactions

• Assist with processing donations and maintaining accurate financial records

• Use bookkeeping or financial tracking tools like QuickBooks for financial organization

• Organize documentation for financial reviews, reports, or audits

• Maintain records related to grants, donations, and payments in coordination with external accounting support

• Draft, format, and proofread correspondence, internal documents, and outreach materials

• Maintain and update donor and contact databases for accuracy

• Support email communications including newsletters, announcements, and event reminders

• Assist with light website updates or content coordination

• Support basic social media tasks such as scheduling posts, posting approved content, and monitoring messages or comments

• Coordinate social media content with Executive Director to align with programs and messaging

• Schedule Board and committee meetings and manage logistics

• Prepare agendas, meeting materials, and follow-up notes or minutes

• Track action items and support follow-through after meetings

• Perform other administrative and operational duties as assigned

Requirements:

• High school diploma or equivalent required; some college coursework or relevant certification preferred

• Prior experience in administrative or operations support, ideally in nonprofit or small organizations

• Experience with basic bookkeeping tasks and familiarity with financial tracking tools

• Proficiency with digital tools such as Google Workspace or Microsoft Office, email platforms, databases, and scheduling tools

• Experience supporting social media accounts or using scheduling platforms is a plus

• Strong organizational skills with attention to detail and follow-through

• Clear and professional written and verbal communication skills

• Ability to manage multiple priorities, meet deadlines, and work independently in a remote environment

• Interest in and alignment with the organization''s mission to provide educational resources grounded in STEAM for youth and families