Administrative Assistant

Vanir is a proud minority- and woman-owned company, recognized as a national leader in program, project and construction management (PMCM) and real estate development. Since 1964, we have consistently exceeded client expectations. Ranked as a top PMCM firm by Engineering News-Record (ENR) for more than three decades, our award-winning team provides a full range of services to public and private sector clients in the aviation; healthcare; education (K-12 and higher); justice and essential services; science and technology; state and local government; transportation; water and wastewater; energy; and commercial, residential and nonprofit markets.

The Administrative Assistant provides essential administrative and operational support to help Dominguez Dream Academy run smoothly and stay organized as we grow. 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 ideal candidate is organized, dependable, and comfortable working independently in a remote environment. They are detail oriented, responsive, and motivated by supporting a mission driven organization focused on providing educational resources grounded in STEAM for youth and families.

Essential Duties & Responsibilities:

Administrative Operations

Serve as a first point of contact for general inquiries, including email and voicemail
• Manage shared inboxes, calendars, and scheduling for meetings and key deadlines
• Maintain organized digital filing systems and ensure documents are stored securely and consistently
• Support basic operational tracking, including contracts, insurance documents, and compliance related files
• Coordinate vendors or service providers as needed, such as accounting support or technology platforms

Financial and Bookkeeping Support

• Support basic bookkeeping tasks, including tracking income and expenses, organizing receipts, and categorizing transactions
• Assist with processing donations and maintaining accurate financial records
• Use bookkeeping or financial tracking tools such as QuickBooks or similar platforms to support day to day financial organization
• Support the Executive Director with preparation for financial reviews, reports, or audits by organizing documentation
• Maintain clear records related to grants, donations, and payments in coordination with external bookkeeping or accounting support

Communications, Data, and Social Media Support

• Draft, format, and proofread routine correspondence, internal documents, and outreach materials
• Maintain and update donor and contact databases, ensuring information is accurate and current
• Support email communications such as newsletters, announcements, or event reminders using existing templates and platforms
• Assist with light website updates or content coordination as needed
• Support basic social media tasks, such as scheduling posts, posting approved content, and monitoring messages or comments for follow up
• Coordinate with the Executive Director to ensure social media content aligns with current programs, events, and messaging

Board and Meeting Support

• Schedule Board and committee meetings and manage related logistics
• Prepare agendas, meeting materials, and follow up notes or minutes
• Track action items and support follow through after meetings

Other Responsibilities

• Perform other administrative and operational duties as assigned, consistent with the scope and level of the position and the needs of the organization

Minimum Qualifications:

• High school diploma or equivalent required; some college coursework or relevant certification preferred
• Prior experience in an administrative or operations support role, ideally within a nonprofit or small organization
• Experience with basic bookkeeping tasks and familiarity with bookkeeping or financial tracking tools
• Comfort using common digital tools such as Google Workspace or Microsoft Office, email platforms, shared databases, and scheduling tools
• Experience supporting social media accounts or using social media 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 Dominguez Dream Academy's mission and work with youth and communities

Benefits

Vanir offers a comprehensive, competitive benefits package that includes 401(k) Savings with employer matching contributions, medical, dental, vision, health savings account (HSA) with employer contributions, life, AD&D and disability benefits, flexible spending account (FSA), voluntary benefits, Teladoc, pet insurance, paid time off, national employee assistance program (EAP) and employee referral program.

If you're interested in working for Vanir please visit our website to learn more and to apply online at www.vanir.com.

VEVRAA Federal Contractor

Request Priority Protected Veteran Referrals

EOE Minorities/Females/Protected Veterans/Disabled

Contact Email: careers@vanir.com

Persons with medical limitations may, with reasonable accommodations, be capable of performing the duties of this position. Such a determination must be made on an individual basis considering the person's limitations, the requirements of the position, and the company's ability to make reasonable accommodations to the person's limitations.

We Participate in E-Verify

Pursuant to the Ban The Box Act/Fair Chance Initiative, we will consider for employment qualified applicants with arrest and conviction records.

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