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 activities—ranging 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 Sacramento’s 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 services—proactively 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 Sacramento’s 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.

• Bachelor’s degree or equivalent work experience preferred.

This is a full-time non-exempt position with an hourly rate of $24.04.