Administrative Assistant

California Alliance for Arts Education

Pasadena, CA

The California Alliance for Arts Education seeks a full-time Administrative Assistant who will provide administrative support for the Alliance’s Pasadena office.

The Alliance is in its fourth decade of working to build a brighter future for our state by making the arts a core part of every child’s education. Over its 36-year history, it has advanced its mission to advocate for high quality arts education in PreK-12 California public schools by providing policy expertise and by mobilizing a statewide network of advocates and allied partners. With an annual budget of $1,300,000, five staff and several part-time contractors, it is the only statewide organization that brings together all primary constituencies for arts education, including arts organizations, K-12 teachers, professional teacher associations, state and local education departments, professional development providers, parents and PTAs, and interested community members in higher education and business. 

The California Alliance serves both as a field builder and technical assistance provider, working with its broad cross-section of constituents to develop policy and advocate for change at both state and local levels. It has played a leadership role in advancing successful strategies to address key issues for arts education:

  • In 2005-06 and 2007-08, the Alliance played a major role in the successful campaigns that resulted in the largest known state-funded expenditure for arts education in public schools in California and nationwide
  • In 2008, anticipating the shift toward local control in school budgets, the Alliance launched the Local Advocacy Network empowering communities to advance the arts through local organizing and leadership training
  • In 2011, the Alliance began to establish a policy pathway for arts education strategies to be used to achieve Title I goals using Title I funding. This effort has gained national attention and has been implemented district wide in the San Diego Unified School District.
  • In 2012, the Alliance launched the Student Voices Campaign, successfully engaging hundreds of students in creative advocacy for the arts
  • In 2016, the Alliance lead a campaign that resulted in the historic passage of Senate bill 916, which established teaching credentials for Dance and Theatre

Major Duties and Responsibilities


  • Provides administrative support to Alliance staff
  • Coordinates logistics and prepares materials for meetings and special events, including board and Policy Council meetings
  • Schedules meetings and calls
  • Records and distributes meeting notes
  • Handles phone calls for the Alliance’s main number
  • Handles incoming and outgoing mail
  • Manages Alliance calendar
  • Provides technology trouble-shooting and support
  • Creates and updates presentations
  • Manages board materials section online and updates content
  • Provides research support
  • Maintains inventory of equipment and supplies
  • Maintains files
  • Proofreads materials
  • Codes invoices
  • Provides data entry support
  • Provides input on and support for ongoing projects
  • Keeps current on best practices for administrative systems for small nonprofits and recommends new approaches to improve organizational effectiveness


  • Represents the California Alliance to the public, works effectively with constituents, including Board members, Policy Council members, nonprofit arts organizations, independent contractors, vendors, and the general public
  • Evaluates administrative processes on an as needed basis, making recommendations for future improvements or enhancements

Job Qualifications 

Education: Bachelor’s degree.

Experience: 1-2 years of administrative experience preferred. Experience working in arts organizations and/or non-profit organizations a plus.

Knowledge, Skills, and Abilities:

Ideal candidate will have:

  • Excellent written and spoken communication and interpersonal skills
  • Exemplary organizational, logistics, time management, project management and coordination skills
  • Stellar editing and proofreading skills
  • Advanced knowledge using Microsoft Office (Word, Excel, PowerPoint) and Macintosh platform required. Experience with PC platform, Salesforce, or other CRM a plus. Experience with graphic design programs a plus.
  • General technological savvy
  • Strong online and database research and reporting skills
  • Ability to work cooperatively on a variety of projects, interacting effectively with Alliance staff and contractors, Board members, funders/donors, program constituents and participants, volunteers, and the community
  • Ability to work independently and carry out assignments with accuracy and within stated timeframe
  • Flexibility in adapting to the current needs of the organization or project
  • Creativity, curiosity, and a good sense of humor
  • Experience, involvement, or interest in the arts or arts education a plus
  • Excellent analytic skills
  • Friendly, outgoing professional presence in telephone and face-to-face communication

Evaluation Criteria:

  • Meets or exceeds goals set by staff
  • Manages portfolio of work and provides high level of service to Alliance stakeholders and staff
  • Interacts effectively with staff, contractors, arts education constituency and the community

Compensation: Full-time, non-exempt position. Commensurate with experience.


To apply, submit a cover letter, resume, three (3) references, and salary history as ONE (1) attachment in pdf format via email to [email protected]. Please state “Administrative Assistant Application” in the subject line. No phone calls please. 

To learn more about the organization go to:

Applications will be considered on a rolling basis.

The Alliance values diversity and encourages minorities, women and individuals with disabilities to apply.

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