Position Summary
The Operations Support Assistant provides practical, day-to-day support to the Executive Director of Operations and the Kindful Restoration team. This hands-on position helps keep the office organized, follows up on assignments, prepares documents, coordinates schedules and meetings, assists staff and visitors, and supports the everyday needs of the organization.
The ideal candidate is dependable, organized, approachable, and willing to help wherever needed. Kindful Restoration has a fun, welcoming, and family-oriented work environment. The Operations Support Assistant must be able to enjoy that culture while quickly shifting into a polished and professional manner when working with leadership, staff, board members, funders, government representatives, vendors, community partners, participants, and the public. The employee must remain personable and respectful while providing professional service at all times.
The Operations Support Assistant must be comfortable interacting with people from all backgrounds throughout the justice-impacted community, including adults and youth, people returning from incarceration, individuals on probation or parole, families, and service providers. The employee must meet people where they are and treat everyone with patience, dignity, respect, and without judgment while maintaining appropriate professional boundaries.
Key Responsibilities
Administrative and Daily Operations Support
Manage and maintain the Executive Director of Operations’ calendar, appointments, meetings, deadlines, and daily schedule.
Organize agendas, meeting packets, presentations, reports, and supporting documents.
Prepare professional correspondence, letters, memoranda, spreadsheets, reports, and other documents.
Track assignments, deadlines, follow-up items, and decisions made during meetings.
Take accurate meeting notes and distribute action items to appropriate staff.
Screen and prioritize calls, emails, meeting requests, and other communications.
Maintain organized electronic and paper filing systems.
Coordinate travel arrangements, conference registrations, itineraries, and reimbursement documentation.
Provide dependable follow-through and help with day-to-day needs as they arise.
Operational Support
Assist with monitoring operational projects, priorities, timelines, and deliverables.
Help share information and coordinate communication between the Executive Director, supervisors, staff, and departments.
Help maintain organizational policies, procedures, forms, operational manuals, and administrative records.
Collect and organize information needed for reports, audits, staff meetings, and leadership review.
Assist with tracking key performance indicators, departmental goals, and operational improvements.
Support implementation of new systems, procedures, and organizational initiatives.
Follow up with staff regarding requested documents, reports, approvals, and outstanding assignments.
Assist with office operations, supplies, equipment, facilities requests, and technology needs.
Financial and Purchasing Support
Gather and organize documents for budgets, invoices, reimbursements, purchases, contracts, and financial reports.
Track approval requests and follow up on missing or outstanding financial documentation.
Coordinate with accounting staff, vendors, and leadership regarding requested records or payment information.
Assist with preparing financial information for review by the Executive Director.
Maintain strict confidentiality regarding budgets, payroll, compensation, and financial matters.
Ensure documents are complete and properly authorized before submitting them for processing.
Do not independently approve expenditures unless written authorization has been provided.
Human Resources and Personnel Support
Assist with scheduling interviews, onboarding meetings, employee evaluations, trainings, and disciplinary meetings.
Prepare onboarding packets, personnel forms, orientation materials, and employee communications.
Track required employee documentation, certifications, training deadlines, evaluations, and acknowledgments.
Help maintain accurate and confidential employee records.
Coordinate staff meetings, employee recognition activities, and professional development events.
Assist with distributing approved policies, notices, benefit information, and personnel communications.
Maintain confidentiality regarding employee relations, investigations, performance concerns, compensation, and disciplinary matters.
Direct employee concerns and complaints to the appropriate leadership or Human Resources representative.
Do not independently provide legal, disciplinary, payroll, or employment-related decisions.
Meetings, Board, and Stakeholder Support
Coordinate leadership, management, committee, and Board of Directors meetings as assigned.
Prepare meeting notices, agendas, packets, presentations, attendance records, and supporting documents.
Record and organize meeting minutes when requested.
Track board and leadership action items and maintain related records.
Serve as a professional point of contact for staff, board members, vendors, contractors, community partners, and visitors.
Draft and distribute communications on behalf of the Executive Director after receiving approval.
Represent Kindful Restoration’s mission, values, and standards in all interactions.
Compliance, Risk Management, and Project Coordination
Organize records required for audits, monitoring visits, insurance reviews, accreditation, contracts, and regulatory compliance.
Track deadlines for licenses, insurance documents, policies, trainings, certifications, contracts, and required reports.
Maintain organized records of incident reports, safety documentation, corrective actions, and compliance materials as assigned.
Immediately report suspected compliance concerns, safety issues, privacy breaches, or missing documentation to appropriate leadership.
Create project trackers, timelines, task lists, and status updates.
Identify overdue assignments, scheduling conflicts, missing documents, and potential administrative barriers.
Provide regular progress updates and perform other related duties as assigned.
Organizational Culture and Professionalism
Contribute positively to a fun, welcoming, close-knit, and family-oriented workplace.
Be warm, approachable, and personable while maintaining professional boundaries.
Understand when humor and casual conversation are appropriate and when a formal tone is required.
Adapt communication style based on the audience, setting, and sensitivity of the matter.
Remain composed and professional during confidential, urgent, difficult, or emotionally charged situations.
Treat every participant, staff member, visitor, and partner with dignity and respect.
Balance Kindful Restoration’s family-oriented culture with accountability, discretion, and high professional standards.
Qualifications
Education and Experience
Associate degree in Business Administration, Office Administration, Public Administration, Nonprofit Management, Human Resources, or a related field preferred; a bachelor’s degree is desirable.
Relevant administrative or executive support experience may be considered in place of formal education.
Three or more years of administrative, executive assistant, office management, or operations support experience preferred.
Experience supporting an executive, director, or senior-level leader strongly preferred.
Experience in a nonprofit, healthcare, behavioral health, reentry, social service, or community-based organization is desirable.
Experience handling confidential employee, financial, or organizational information.
Knowledge, Skills, and Abilities
Excellent organization, time management, prioritization, and follow-through.
Strong written and verbal communication skills with the ability to prepare professional correspondence, reports, meeting minutes, and presentations.
Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, shared calendars, cloud-based storage, virtual meeting platforms, and general computer navigation.
Ability to learn organizational databases and administrative systems.
Strong attention to detail and commitment to accurate recordkeeping.
Ability to work independently, meet deadlines, accept direction, and remain accountable to leadership.
Ability to maintain confidentiality, exercise sound judgment, and follow established approval processes.
Ability to respectfully and effectively interact with all populations in the justice-impacted community.
Comfort working with adults and youth returning from incarceration, people on probation or parole, families, community members, and service providers.
Demonstrated compassion, patience, cultural humility, trauma-informed awareness, and professional boundaries.
Ability to provide personable, professional, and nonjudgmental service in every interaction.
Ability to remain calm, respectful, and solution-focused during sensitive or challenging situations.
Commitment to Kindful Restoration’s mission and the communities it serves.
Preferred Competencies
- Professional discretion
- Dependability and accountability
- Personable and professional communication
- Ability to shift between informal and formal settings
- Positive attitude and appropriate sense of humor
- Situational awareness and emotional maturity
- Initiative and resourcefulness
- Attention to detail
- Project coordination
- Adaptability
- Strong follow-through
- Professional executive presence
- Team collaboration
- Respect for policies and organizational authority
Work Environment and Physical Requirements
Primarily an in-office position with occasional travel to meetings, events, program locations, or other Kindful Restoration sites.
Regular use of computers, telephones, printers, scanners, and standard office equipment.
Ability to sit or stand for extended periods and occasionally lift and carry office materials weighing up to 25 pounds.
Some evening or weekend availability may be required for meetings, events, deadlines, or urgent organizational needs.
A valid California driver’s license, reliable transportation, and appropriate automobile insurance may be required.
Compensation and Benefits
Competitive hourly compensation based on education, experience, and qualifications.
Health, dental, and vision benefits, subject to eligibility requirements.
Paid time off and organizational holidays.
Retirement benefits, subject to plan eligibility.
Professional development and training opportunities.
Confidentiality Requirement
This position has access to sensitive organizational, personnel, financial, legal, and operational information. The employee must protect all confidential information and disclose it only to individuals authorized to receive it. Violations of confidentiality may result in disciplinary action, up to and including termination.
Equal Employment Opportunity
Kindful Restoration is an equal opportunity employer. Employment decisions are based on organizational needs, job requirements, qualifications, and individual merit without unlawful discrimination.
Pay: $26.00 - $30.00 per hour
Benefits:
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
People with a criminal record are encouraged to apply
Ability to Commute:
- Riverside, CA 92504 (Required)
Work Location: In person
