IWSI America
The Institute for Workplace Skills and Innovation America (IWSIA) is a nonprofit workforce development organization managing statewide initiatives including Career Launchpad and Ready, Willing & Able, in partnership with the California Department of Rehabilitation. Our programs connect young people and individuals with disabilities to paid, registered apprenticeships in high-demand industries such as healthcare, IT, logistics, clean energy, and advanced manufacturing.
IWSI America is seeking to immediately fill the role of Administrative Assistant, full-time and exempt. This role reports directly to the Program and Operations Manager and requires a candidate who thrives in a dynamic, fast-paced environment. The ideal candidate is mission-driven, highly organized, and committed to our goal: helping every participant reach their full potential through high-quality administrative support.
About the Role
The Administrative Assistant serves as the
operational backbone
of our office and programs. This person ensures that our systems, documentation, and daily office functions run smoothly so our field teams can focus on participant success. In a period of rapid growth, we need a "hub" for the team—someone who is adaptable, proactive, and capable of managing the fine details of workforce development contracts. You will work closely with the leadership and field staff teams to keep programs on track and deliver measurable results. Key Responsibilities
Maintain accurate and up-to-date records of participant data, employer leads, and program commitments using Monday.com (CRM). Track program metrics and provide regular updates to leadership regarding project milestones and data accuracy. Prepare, format, and edit professional reports, presentations, and external communications for partners and state agencies. Coordinate the logistics for workforce events, workshops, and training sessions, including materials preparation and scheduling. Provide responsive assistance to field staff to ensure all contract deliverables and participant documentation requirements are met. Manage daily office tasks, including scheduling and fielding inquiries for the CLP and RWA programs. Distribute weekly engagement emails to key stakeholders and maintain the online job board. Package and maintain professional program materials, PDF bundles, and the IWSI student handbook Requirements
3+ years of administrative or office coordination experience (staffing agency, nonprofit or government sector experience preferred). Proficiency in Monday.com or high technical aptitude for learning complex data tracking and project management tools. Meticulously organized with exceptional attention to detail; you catch the small errors others miss. Strong adaptability—comfortable managing competing priorities in a fast-paced, changing nonprofit environment. Excellent Communication: Superior written and spoken English, with a proven ability to draft professional business documents. Interpersonal Style: A naturally happy, positive, and professional communication style that builds rapport with team members and partners. Technical Skills: Experience with Mailchimp, Canva, Squarespace and Adobe is a significant advantage. Candidate Evaluation:
Please note that qualified applicants will be required to complete skills-based assessments (e.g., data entry, writing samples, or software proficiency) as part of the interview process. Local Presence: Ability to commute to our Aliso Viejo office. What We Offer
Competitive salary, commensurate with experience. Comprehensive healthcare plan. A collaborative, supportive, professional office environment. The chance to be part of a mission-driven team helping Californians with disabilities and young people unlock their potential through paid, registered apprenticeships. Seniority level
Mid-Senior level Employment type
Part-time Job function
Administrative Education Administration Programs
#J-18808-Ljbffr
The Administrative Assistant serves as the
operational backbone
of our office and programs. This person ensures that our systems, documentation, and daily office functions run smoothly so our field teams can focus on participant success. In a period of rapid growth, we need a "hub" for the team—someone who is adaptable, proactive, and capable of managing the fine details of workforce development contracts. You will work closely with the leadership and field staff teams to keep programs on track and deliver measurable results. Key Responsibilities
Maintain accurate and up-to-date records of participant data, employer leads, and program commitments using Monday.com (CRM). Track program metrics and provide regular updates to leadership regarding project milestones and data accuracy. Prepare, format, and edit professional reports, presentations, and external communications for partners and state agencies. Coordinate the logistics for workforce events, workshops, and training sessions, including materials preparation and scheduling. Provide responsive assistance to field staff to ensure all contract deliverables and participant documentation requirements are met. Manage daily office tasks, including scheduling and fielding inquiries for the CLP and RWA programs. Distribute weekly engagement emails to key stakeholders and maintain the online job board. Package and maintain professional program materials, PDF bundles, and the IWSI student handbook Requirements
3+ years of administrative or office coordination experience (staffing agency, nonprofit or government sector experience preferred). Proficiency in Monday.com or high technical aptitude for learning complex data tracking and project management tools. Meticulously organized with exceptional attention to detail; you catch the small errors others miss. Strong adaptability—comfortable managing competing priorities in a fast-paced, changing nonprofit environment. Excellent Communication: Superior written and spoken English, with a proven ability to draft professional business documents. Interpersonal Style: A naturally happy, positive, and professional communication style that builds rapport with team members and partners. Technical Skills: Experience with Mailchimp, Canva, Squarespace and Adobe is a significant advantage. Candidate Evaluation:
Please note that qualified applicants will be required to complete skills-based assessments (e.g., data entry, writing samples, or software proficiency) as part of the interview process. Local Presence: Ability to commute to our Aliso Viejo office. What We Offer
Competitive salary, commensurate with experience. Comprehensive healthcare plan. A collaborative, supportive, professional office environment. The chance to be part of a mission-driven team helping Californians with disabilities and young people unlock their potential through paid, registered apprenticeships. Seniority level
Mid-Senior level Employment type
Part-time Job function
Administrative Education Administration Programs
#J-18808-Ljbffr