Special Projects Assistant
Special Projects Assistant
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1 Vacancy
Job Description
Application Instructions
Click Apply to submit your online application. Please attach a resume and thoughtful cover letter on the My Experience page in the Resume/CV field.
Active City Year Staff members must login to Workday to apply internally.
Number of Positions: 1Position Overview
The Special Projects Assistant (SPA) plays a critical role in supporting the site and advancing City Year Sacramentos operational cultural and strategic priorities. This role is designed for a highly organized detail-oriented professional who thrives in a fast-paced mission-driven environment and enjoys working across multiple functional areas. This is a full-time in-person position based at the City Year Sacramento office.Job Description
Reporting directly to the Chief of Staff the SPA provides hands-on administrative and project support in the areas of people operations office management marketing and communications development events and site-wide initiatives. The SPA helps ensure the smooth execution of day-to-day activitiesranging from coordinating interviews and onboarding new staff to managing vendor relationships maintaining digital systems preparing event logistics and producing engaging communications.
The SPA is a collaborative problem-solver who anticipates needs keeps projects moving forward and ensures follow-through on key priorities. By combining administrative excellence with a service-minded approach this role strengthens City Year Sacramentos ability to deliver on its mission enhance team culture and engage stakeholders effectively.
Key Responsibilities:
People Strategy and Management
Coordinate and schedule interviews communicate with candidates throughout the hiring process and ensure a professional and positive candidate experience.
Prepare comprehensive onboarding materials and coordinate logistics for new hire orientations to ensure employees feel welcomed equipped and ready to contribute.
Draft internal communications related to HR policies updates and site-wide announcements to promote clarity and transparency.
Partner with the Chief of Staff to plan and execute team retreats meetings and staff gatherings ensuring smooth logistics and a cohesive inclusive experience.
Support culture-building initiatives including staff celebrations appreciation and other activities that strengthen team morale and connection.
Site Operations
Monitor and replenish office supply inventory; manage check-out/check-in processes for shared equipment to ensure availability and accountability.
Maintain and optimize digital workspace tools (SharePoint Teams) by organizing folders updating content and ensuring user-friendly access.
Connect with building management and vendors to coordinate maintenance repairs and servicesproactively resolving issues to minimize disruptions.
Track IT issues log resolutions and maintain an up-to-date inventory of site technology and equipment assets.
Assist with the coordination of Corps Experience logistics including uniforms bus passes and other member support resources.
Maintain updated documentation of office protocols and ensure all staff and AmeriCorps members are informed and in compliance.
Marketing and Social Media Communications
Draft and schedule engaging social media content across multiple platforms (Instagram LinkedIn etc.) to highlight impact stories events and milestones.
Gather organize and catalog stories photos and testimonials from schools for use in newsletters reports recruitment and donor engagement materials.
Maintain a year-round content calendar and assist in designing drafting and distributing a quarterly e-newsletter.
Update and maintain City Year Sacramentos website ensuring all content is accurate visually appealing and aligned with brand guidelines.
Development Event Management and Support
Provide end-to-end logistical support for development events including managing RSVPs coordinating vendors creating event materials and overseeing setup/teardown.
Track event budgets and sponsorship commitments providing updates to the Chief of Staff and Executive Director as needed.
Draft and distribute event-related communications including invitations briefing documents run-of-show scripts thank-you notes and follow-up correspondence.
Maintain and organize event supply inventory; ensure all materials are prepared transported and returned in good condition.
Support post-event evaluation by compiling notes reconciling budgets and tracking attendee engagement.
Executive Office and Sitewide Support Initiatives
Coordinate communications meeting logistics and materials preparation for the Advisory Board ensuring members are informed and engaged.
Assist in planning and executing major site-wide events (Opening Day Graduation) including volunteer coordination program support and on-site logistics.
Compile data prepare materials and create reports to support strategic planning progress tracking and decision-making.
Provide responsive flexible support for special initiatives as assigned by the Chief of Staff adapting quickly to shifting priorities and emerging needs.
Qualifications:
Highly organized with strong attention to detail and follow-through.
Excellent written and verbal communication skills; ability to tailor messaging for different audiences.
Skilled in managing multiple priorities timelines and stakeholders in a fast-paced environment.
Proficient in Microsoft Office Suite (Word Excel PowerPoint Outlook) and comfortable learning new systems (e.g. Salesforce SharePoint).
Experience in administrative support event coordination marketing/communication or operations preferred.
Strong interpersonal skills with service-oriented approach and the ability to work collaboratively across teams.
Demonstrated commitment to inclusivity and belonging.
Bachelors degree or equivalent work experience preferred.
This is a full-time non-exempt position with an hourly rate of $24.04.
Benefits
Full-time employees will be eligible for all benefits including vacation sick days and organization may participate in all benefit programs that City Year establishes and makes available to eligible employees under (and subject to all provisions of) the plan documents that govern those programs. Currently City Year offers medical dental vision life accidental death and dismemberment and disability coverage Flexible Spending Accounts (FSA) and other benefits including 401(k) plan(s) pursuant to the terms and conditions of company policy and the 401(k) plan more information click here.
Employment at City Year is at-will.
City Year does not sponsor work authorization visas.
Employment Type
Full-Time
