Administrative Assistant

Catalyst Family•Morgan Hill, CA

4d•Onsite

About The Position

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.

Requirements

HS graduate or equivalent.
Minimum one year of experience in an Administrative Assistant or Admin role or general clerical role.
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 applications (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.
Ability to run errands is required for this position.
Occasional travel from one agency location to another, may also be required.

Nice To Haves

AA Preferred
Spanish speaking fluency/ability a big plus.

Responsibilities

Answering phones, greeting visitors, copying, filing, coordinating meetings and schedules, distributing mail, as well as maintaining postage machines and printers, and other day-to-day activities.
Effective, respectful communication with customers, including parents, to meet their needs and answer their questions.
Responsible for incoming and outgoing mail through multiple channels and keeps office mailboxes up to date.
Support document retention for office(s), programs and centers via company SharePoint, which may include outside vendors.
Creating, maintaining and distributing various lists, including reports, to the regional office and staff in other Catalyst offices, programs and centers.
Performs office supply inventory check and coordinates office orders with purchasing team as needed.
Managing relationships with outside vendors for office supplies, shipping, printing needs, etc.
Support various short-term and long-term projects as needed, including but not limited to formatting, editing and printing documents for various departments, planning events, and office activities that support Agency culture.
Manages T-shirt project. Responsible for ensuring T-shirts are counted and distributed properly and recruiting staff (if available) to assist in the process.
Support Senior Administrative assistant in coordinating all office meetings and events, as needed.
Providing general support for the office, program managers/directors and center Site Supervisors.
Helps prepare for New Hire Orientation and creates badges for office staff, as needed.
Support Senior Admin with preparing, printing or distributing materials needed for the centers; examples are DRDP forms, program materials, center employee file folders, HR materials or licensing association support for center staff.
Build and cultivate organizational relationships to anticipate and problem-solve staff needs efficiently.
Greets 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.