Administrative Associate - J3 Foundation : Job Details

Administrative Associate Location: Los Angeles, CA | Hybrid Role

About J3 Foundation

J3 Foundation (J3) is a non-profit organization whose mission is to give kids the foundation they need for a lifetime of reading success. J3 strives to equip 4th graders in communities with fewer resources with the tools they need to help them reach grade-level literacy and foster positive self-image, self-confidence, a supportive community, a new love of reading, and an identity as a reader. Launched in 2018, the program was created in response to the alarming data showing that 4th-grade students in under-resourced schools who have fallen behind in their reading level have a greater chance of being incarcerated or on public assistance as young adults. J3 is committed to changing that narrative by providing reading intervention programs and after-school reading clubs to students in Los Angeles County, and eventually in other cities across the country.

Position Summary

The Administrative Associate is a cross-functional role that provides essential operational and strategic coordination across J3 Foundation's Operations, Advancement, and Program teams. This is a great opportunity for an organized, tech-savvy communicator with a strong attention to detail who thrives in a dynamic, mission-driven environment.

Reporting to the Operations Manager, the Administrative Associate owns key internal systems and workflows, ensures data integrity across platforms, manages critical documentation, and supports logistics that keep the organization running smoothly. This role requires a high level of judgment, follow-through, and the ability to work independently while collaborating across teams. Key Responsibilities Program Systems & Records Management 50%

• Manage the full lifecycle of student enrollment and records, including setup, maintenance, withdrawals, and reporting across J3's platforms
• Own data integrity for student and school site records, ensuring accurate tracking and regular updates in alignment with program cycles
• Generate and distribute weekly reports, attendance summaries, and partner updates to support school site engagement
• Coordinate creation and distribution of program documents (e.g., lesson maps, flyers, trackers) in collaboration with program leadership
• Proactively identify areas for streamlining systems and supporting documentation throughout the school year

Advancement Operations & Donor Systems- 30%

• Maintain the donor database and support reporting, segmentation, and donor acknowledgment processes
• Manage contact synchronization across the donor database and email platform, ensuring consistent lists and clean data
• Coordinate logistics for fundraising campaigns and communications, including mail merges, print orders, and digital campaign setup
• Curate impact content by organizing stories, student authorizations, and images into shared team repositories
• Track and compile marketing engagement data from email, social media, and web platforms to support strategy

Operations & Administrative Coordination- 20%

• Oversee digital documentation and internal systems (e.g., Asana, Constant Contact, Google Drive), ensuring information is organized, accurate, and accessible.
• Manage onboarding and compliance-related processes in coordination with HR and Operations, ensuring timely and complete documentation
• Maintain centralized contact lists, calendars, inboxes, and shared communications to support alignment across departments
• Coordinate logistics and materials for organization-wide meetings, trainings, and board events
• Support internal workflows by identifying and addressing gaps in processes, flagging priorities, and recommending improvements

Qualifications Skills & Experience

• Bachelor's degree
• 2-4 years of experience in a non-profit administrative, operations, or program support role
• Strong organizational and time-management skills with high attention to detail
• Excellent written and verbal communication skills
• Demonstrated proficiency and confidence using Excel and Google Sheets for data management, analysis, and reporting
• Strong proficiency using productivity tools, including Google Workspace (Docs, Sheets, Slides, Calendar, etc), and comfort navigating donor databases and project management tools
• Experience drafting professional emails, meeting notes, and basic reports
• Familiarity with office equipment (e.g., printers, projectors, video conferencing tools)
• Ability to handle confidential information with discretion

Core Competencies

• Proactive and dependable with strong follow-through
• Professional demeanor with strong collaboration skills
• Able to manage multiple priorities in a fast-paced, mission-driven environment
• Flexible and adaptable to changing needs or systems
• Committed to embedding diversity, equity, inclusion, and belonging into all work, ensuring a culturally responsive and welcoming environment for students, caregivers, and colleagues

Work Environment & Travel

• This is a hybrid position based in Los Angeles, with in-person work at our Brentwood office at least 2 days/week

Salary & Benefits

• Salary: $69,000 annually, full-time (40 hours/week)
• Benefits Package: Includes health, dental, and vision insurance; generous paid time off; 17 paid holidays per year; and opportunities for professional development.
• Deadline to Apply: August 3, 2025

J3 Foundation is an equal opportunity employer committed to building a diverse and inclusive workforce. We believe that a diverse and inclusive team strengthens our work, and we encourage applications from individuals whose lived experiences mirror those of the students and communities we serve. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. If you require assistance or accommodation during any part of the application or hiring process, please contact us. We will work with you to ensure a positive and accessible experience.