Administrative Assistant - Bilingual

Hamilton Families•San Francisco, CA

12d•Onsite

About The Position

Hamilton Families is seeking a master multi-tasker with excellent communication skills and an upbeat attitude to serve as an Administrative Assistant. This role is crucial for ensuring we provide excellent service to the families we serve, while maintaining comfortable, safe, and welcoming work environments for staff, visitors, and volunteers. Under the direction of the Chief Operating Officer, the Administrative Assistant will perform a variety of administrative, receptionist, and clerical tasks to ensure the efficient operation of the office. This includes providing support to managers and employees in administrative departments (e.g., Finance, HR, Development, and IT), assisting in daily office needs, and managing tasks related to organization and communication accurately and in a timely manner.

Requirements

Prior experience in related field with administrative systems and staff.
Time, task, and resource management skills with proven organizational skills.
Strong problem solving, critical thinking, interpersonal, and verbal and written communication skills.
Detail oriented and able to anticipate the needs of others to ensure their seamless and positive experience.
Proficiency with computers (especially knowledge of MS Office, Slack, and Asana) and comfort with basic IT troubleshooting.
Ability to work with people from a variety of backgrounds including low-tech experienced staff members.
Able to work a varying schedule based on events, including outside business hours.
Essential functions of the position may require the use of a telephone, working at a standard computer terminal, and the ability to follow reasonable ergonomic recommendations, sit, kneel, stand, drive, or walk for long periods, reach, bend, lift, carry up to 50 pounds, and ability to climb stairs as needed.
Valid CADL and clean DMV record; able and willing to travel locally as needed.
Criminal background check, fingerprint imaging, TB (Tuberculosis) clearance, and documentation required post offer.
Bilingual: Spanish and English

Nice To Haves

We encourage applicants to apply even if they feel they do not meet all the listed criteria. We value diverse perspectives and believe in the potential for growth and development within our team. Your unique skills and experiences may be exactly what we need to succeed together.

Responsibilities

Provides administrative support to ensure efficient operation of our Mission office.
Serves visitors by greeting, welcoming and directing them appropriately.
Organize and manage internal tools and files (clerical tasks and database management).
First point of contact for basic facilities issues, IT support and troubleshooting.
Operates phone system and manages mainline of organization.
Planning, scheduling, and promoting office events, including meetings, conferences, interviews, orientations, celebrations, and training sessions.
Ensures operation of office equipment and fleet of vehicles by completing preventive maintenance requirements, managing repairs, and auditing inventories.
Maintain office supplies by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
Preparing common areas such as meeting rooms, kitchens and restrooms.
Draft office and organization wide communications. Write and distribute mail, memos, letters, faxes, and forms.
Collect, sort and distribute inbound mail for the office.
Submit expense reports and income logs.
Assist in the onboarding and offboarding processes for employees.
Collaborate with various teams across the organization.
Keep abreast of all organizational changes.
Other administrative projects as assigned.