Administrative Assistant

The Administrative Assistant plays a pivotal role in ensuring the daily operational efficiency of the office, which supports approximately 45 professional staff based in the region. This position acts as a liaison and resource for regional programs and centers, facilitating effective communication and providing necessary support with the corporate office.

Essential Job Functions:

• Answering phones, greeting visitors, copying, filing, coordinating meetings and schedules via MS Outlook, managing and approving meeting room requests, distributing mail, maintaining postage machines and printers, and other day-to-day activities.
• Professional communication with customers and vendors to meet their needs and answer their questions.
• Responsible for incoming and outgoing mail through multiple channels and keeping office mailboxes up to date.
• Support document retention for office(s) and programs, provide labels and coordinate pickup for Corodata.
• Creating, maintaining, and distributing various contact lists to the regional offices and programs.
• Track office inventory checklist and submit to Purchasing annually.
• Place purchase orders for office supplies and special requests from departments with management approvals.
• Managing relationships with outside vendors for office supplies, shipping, printing needs, etc.
• Support various short-term and long-term projects assigned by the Executive Business Partner via Flow requests, including but not limited to formatting, editing, and printing documents for various departments, planning events and office activities that support the organization’s culture.
• Receive intake of t-shirt order and work with Regional Directors on their schedules to have program staff come into the regional office and collect their order.
• Support Senior Administrative Assistant in coordinating all office meetings and events as needed.
• Providing general support for the office, programs, and center leadership.
• Create badges for office staff as needed.
• Support Senior Administrative Assistant with red and green envelopes and distributing marketing materials.
• Build and cultivate organizational relationships to anticipate and problem-solve staff needs efficiently.
• Greet all visitors to the front desk by welcoming, offering support, and directing them appropriately.
• Foster an intentional culture that is mission-aligned, creative, performance driven, generative, and well-regarded externally and internally.
• Champion and uphold office culture of optimism, collaboration, and inclusivity. 

Education & Experience: 

Education           

The MINIMUM formal relevant education required by the position.

• HS Diploma or GED equivalent
• Associate’s degree preferred

Experience        

The MINIMUM relevant experience necessary to qualify for the position.

• Minimum one year of experience in an administrative or general clerical role

Other Qualifications:

• An exceptional customer service orientation
• Experience managing vendor relationships and communicating regularly with vendors
• Excellent organizational skills and strong communication skills, both verbal and written
• Maturity, professionalism, and good common sense
• Excellent computer skills with MS Office programs (Word, Excel, PowerPoint, etc.)
• Ability to work independently, while keeping management updated on status of projects and challenges encountered
• Ability to handle large projects and see them through to completion
• A “big picture” thinker: Ability to plan ahead and foresee needs
• Proficiency in Spanish preferred
• Ability to run errands is required for this position
• Travel: Up to 10%

Shift Type: Full Time

Schedule: Monday – Friday, 9am - 5pm

Compensation: $19.46 - $29.19 hourly

What We Offer:

• Medical, Dental, and Vision Benefits
• Life, Accidental Death & Dismemberment (AD&D), and Long-Term Disability (LTD) employer paid coverage
• 401(k) Retirement plan and Employee Assistance Program (EAP)
• Personal Health Advocate
• Paid vacation, sick time, and holidays
• Education Reimbursement Program
• Commuter pre-tax benefit
• Discounted childcare
• Acces