Administrative Coordinator - Scheduling Assistant

JOB SUMMARY
The Scheduling Assistant embraces the mission of SoLa Impact and its corporate affiliated non-profit, the SoLa Foundation, and is passionate about helping South Los Angeles residents thrive. Responsible for supporting the Chief Impact Officer in managing her daily schedule and coordinating external and internal meetings. The ideal candidate will excel in time management, communication, and administrative tasks to ensure the CIO stays on top of her commitments and meetings. This role requires strong organizational skills, proficiency in scheduling tools, and the ability to communicate effectively with internal teams and external stakeholders.

***PAY RATE: $25.00-$30.00 PER HOUR***

Requirements

ESSENTIAL DUTIES

• Meeting Coordination:
• Manage and maintain the CIO's daily, weekly, and monthly meeting calendar, ensuring efficient scheduling of internal and external meetings.
• Coordinate logistics for meetings, including booking conference rooms, video conferencing setup, and handling travel arrangements if necessary.
• Pre-Meeting Preparation:
• Prepare and distribute pre-meeting briefings and materials, ensuring the CIO is well-informed about the participants, agenda, and key topics for external meetings.
• Note Taking & SalesForce Management/Organization:
• Attend meetings as needed to take detailed notes and ensure proper documentation of discussion points and decisions.
• Organize, store, and update meeting notes, making them accessible in SalesForce for future reference.
• Regularly update and maintain Salesforce with notes from meetings, new contacts, tasks, and relevant follow-up actions.
• Action Item Follow-Up:
• Communicate action items and next steps to relevant team members after meetings, ensuring that tasks are properly delegated and tracked to completion.
• Email Drafting & Follow-Up:
• Draft follow-up emails for the CIO directly after respective meetings with the appropriate attachments, and ensuring clear communication and timely completion of any post-meeting requirements.
• Draft End of Week Summaries of the CIO’s notable external meetings to send to the CEO including: headline summary, action items, and next steps for each 
• Time Management:
• Keep the CIO on schedule by managing time between meetings, providing reminders, and ensuring transitions are smooth.
• Other Administrative Tasks:
• Assist with ad-hoc projects related to the CIO’s responsibilities as needed.
• Handle any additional administrative tasks that arise in the course of managing the CIO’s schedule and meetings.

Minimum Requirements:

• Education:
• Bachelor’s degree in Business Administration, Communications, or a related field preferred, but not required with sufficient relevant experience.
• Experience:
• Minimum of 2 years of experience in administrative support, scheduling, or executive assistance, preferably supporting politicians, political campaigns, or senior-level executives.
• Experience in managing calendars and scheduling for high-level professionals.
• Experience working with CRM software (Salesforce preferred).
• Skills:
• Exceptional organizational skills with a strong attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and scheduling tools like Google Calendar.
• Excellent written, and verbal communication skills.
• Ability to prioritize and manage multiple tasks in a fast-paced environment.
• Strong interpersonal skills and the ability to work well with diverse teams.
• Ability to handle confidential information with discretion.

This is a great opportunity for a motivated individual to work closely with a high-impact leader, contribute to a mission-driven organization, and grow professionally.

Benefits

SoLa Impact offers a comprehensive benefits package that includes paid vacation, medical, dental, vision, and life insurance, as well as pet insurance, sick leave, 10 paid holidays, and bereavement days. This package is designed to provide employees with a range of important benefits that help to support their physical and emotional well-being, while also providing financial protection and peace of mind.

At SoLa Impact, we believe work environment, culture, and the opportunity to learn and grow are key elements when considering a new job. We are just the right size to provide the resources and support you need without the bureaucracy of a large corporate environment. We foster a family-friendly and supportive workplace, collaborative and employee-focused with an emphasis on quality, integrity, trust, and accountability. We are looking to bring someone on board as soon as possible. We provide a rewarding and challenging environment. We expect a lot, but give a lot in return. Strongly prefer candidates local to Los Angeles as no relocation assistance will be provided. All qualified candidates will be contacted directly.

SoLa Impact is an Equal Opportunity Employer. SoLa does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.