Administrative Assistant - Bilingual

Hamilton Families•San Francisco, CA

6h•$0 - $28•Onsite

About The Position

Hamilton Families is seeking an Administrative Assistant to perform a variety of administrative, receptionist, and clerical tasks to ensure efficient operation of the office. This role provides support to managers and employees in administrative departments (e.g., Finance, HR, Development, and IT), assists in daily office needs, and manages tasks related to organization and communication accurately and timely. The ideal candidate is a master multi-tasker with excellent communication skills and an upbeat attitude, dedicated to providing excellent service to the families served and maintaining a comfortable, safe, and welcoming work environment for staff, visitors, and volunteers.

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.

Nice To Haves

Bilingual: Spanish and English

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.