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 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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