Administrative Assistant

LIFEMOVES • Palo Alto, CA

1d • $20 - $26 • Onsite

About The Position

LifeMoves is the largest and most effective provider of housing and services for neighbors experiencing homelessness in Silicon Valley since 1987. Our Mission is to end homelessness by providing interim housing, supportive services, and building collaborative partnerships. With 40 programs, LifeMoves gives our neighbors experiencing homelessness a temporary place to call home while providing intensive, customized case management through site-based programs and community outreach. SHIFT - Monday-Friday 7:30am-4:00pm LifeMoves | Opportunity Services Center (OSC) provides drop-in services for single adults including food, clothing, laundry/shower facilities, and case management in Palo Alto. The OSC Administrative Assistant plays an important role in keeping the program site safe, welcoming, and running smoothly. Reporting to the Program Director, this position is the first to greet clients walking in and often the first to respond to client needs, helping with both everyday requests and urgent situations. Additionally the position supports volunteers, donors, and community visitors, making sure everyone feels respected and informed. Key responsibilities include keeping the site secure by monitoring access, completing regular safety checks (rounds), and supporting daily tasks like welcoming, ordering supplies, organizing materials, and assisting with office duties to keep daily activities running smoothly. This role requires strong attention to the safety and emotional well-being of clients, especially during times of stress or crisis. Staff use a calm and compassionate approach to help resolve problems and support stability. By creating a supportive environment, this position helps clients feel safe and builds trust to work toward their goals, including finding permanent housing.

Requirements

• High School Diploma or GED required; 2-3 years of consistent equivalent experience in related field may substitute for formal education. Related fields may include direct involvement in peer advocacy, community outreach, housing services or roles within the homelessness services field.
• Comfortable using basic technology, including phone and messaging systems, email, Microsoft and Google Suites, and databases to complete administrative tasks.
• Care, Respect, Empathy: Willingness and ability to work with people from all backgrounds with care, respect, and empathy. Understands and is committed to learning and practing DEIB and relentless engagement by welcoming everyone with kindness, dignity, and respect.
• Emotional Regulation: Manages stress and emotions professionally, remaining calm, professional, and supportive even under pressure; applies de-escalation techniques to support safety and positive outcomes.
• Documentation: Maintains clear, unbiased, and professional documentation and communication.
• Organization/Prioritization: Demonstrates strong organization, attention to detail, and initiative to ensure smooth operations and positive engagement with clients, colleagues, and partners.

Responsibilities

• Provide calm, supportive crisis response and connect clients to appropriate resources as needed
• Support daily operations by responding to needs and questions from clients, volunteers, donors, and visitors with radical hospitality, professionalism, and compassion.
• Monitor site safety through regular rounds and camera observation to ensure a clean, safe, and welcoming environment. Report maintenance or pest issues promptly and support pest control efforts by maintaining cleanliness and preparing spaces for treatment as needed.
• Manage facility meals, supplies, and donations, ensuring proper inventory, and maintaining organized storage.
• Support team collaboration by creating reports, updating shift logs and participating in meetings.
• Maintain a high level of ethical conduct regarding confidentiality, boundaries, and professionalism while fostering a supportive environment for all.
• Fully participate in all required trainings. This includes completing trainings by assigned deadlines, actively engaging during sessions, and applying what you learn to your daily work.
• Attend continuing education opportunities to grow expertise and uphold agency standards.
• Perform other duties as assigned to meet program and organizational needs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees