Administrative Assistant

L.A. Family Housing Corporation•Los Angeles, CA

18h

About The Position

In service of LA Family Housing’s programs and participants, the Administrative Assistant role is critical to carry out the mission of the agency and ensure smooth and efficient daily office operations. Under the supervision of the Office Manager, the Administrative Assistant is responsible for handling administrative tasks that aim to maintain the workflow and support the productivity of the Agency. The Administrative Assistant’s duties and responsibilities involve providing administrative support to ensure efficient operation of the office, including but not limited to: providing customer service for LAFH’s main campus, mail handling, ordering and distributing office supplies, check coordination, maintaining community workspaces, coordinating meeting spaces, supporting managers and employees through a variety of tasks, and being responsible for confidential and time-sensitive material. Reporting to the Administrative Office Manager, this position requires a high level of independent management, technology proficiency, effective time management, customer service, and record keeping.

Requirements

Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain attention to detail.
Communication: Excellent written and verbal communication skills, as well as active listening
Time Management: Efficiently managing time and resources to meet deadlines and handle various tasks simultaneously.
Tech Proficiency: Proficiency in office software (such as Microsoft Office Suite, Google Workspace, Excel, Word, and PowerPoint), calendar management tools, and industry-specific
Adaptability: Being flexible and adaptable in a fast-paced environment, adjusting to changing priorities and needs.
Problem-Solving: Ability to identify issues, think critically, and provide solutions
Team Player: Collaborating effectively with colleagues, executives, and other
Professionalism: Customer service and public relations methods and techniques
Maintain and execute confidential information.
Obtain and maintain CPR/First Aid
Ability to pass post-offer Tuberculosis (TB)
Ability to lift up to 25
Ability to sit/stand for prolonged periods of
Ability to work a standard work schedule Monday – Friday.
High School Diploma required
Two (2) years of administrative/clerical experience required

Nice To Haves

Associate degree preferred

Responsibilities

ADMINISTRATIVE SUPPORT:
Perform diverse administrative responsibilities, including maintaining filing systems, scanning, copying, faxing, managing inbound/outbound mail, data entry, updating spreadsheets, and answering phones.
Support with purchasing orders and processing expense reports.
Assist the Agency in organizing corporate events, including staff appreciation, annual celebrations, and other related activities.
Assist in special projects, coordinating with various departments, and ensuring deadlines are met.
Submit purchase orders to Finance.
OFFICE & KITCHEN SUPPLIES:
Coordinate purchase, inventory, and delivery of office and kitchen supplies at LAFH’s Main Campus.
Maintain supply levels for copy rooms and kitchen areas.
Schedule maintenance orders for the printers and other office equipment.
Support with Office Management orders.
MAIL & PACKAGE MANAGEMENT:
Coordinate the sorting and distribution of incoming mail and packages for departments across the agency and co-located partners, employees, and program participants.
Maintain accurate record-keeping of all incoming mail and packages processed through the mailroom and parcel lounge.
GUEST EXPERIENCE:
Welcome and assist staff, visitors, and partners by providing directions, answering FAQs, and delivering excellent customer care.
Act as a liaison for North Campus parking reservation guests – assisting with entry and connecting them to the correct department official.
Support office tenants and co-located partners with facility-related needs.
COLLABORATION & COMMUNICATION:
Represent LA Family Housing’s culture statement and values in all interactions.
Collaborate across departments to ensure consistency and efficiency in systems.
Handle correspondence, emails, phone calls, and inquiries with professionalism and discretion.
CONFIDENTIALITY & PROFESSIONALISM:
Handling sensitive information and maintaining confidentiality.
Exercising good judgment, maintaining confidentiality, and handling sensitive information appropriately.
PROBLEM-SOLVING & PROACTIVITY:
Anticipating needs, taking initiative, and being proactive in addressing potential challenges.
Demonstrate analytical, troubleshooting, and problem-solving skills to identify issues and implement effective solutions.
OTHER:
Handle food order deliveries.
Additional tasks, projects, and responsibilities as assigned by supervisor.

Benefits

Health, Dental, Vision, Life Insurance, 403B Retirement Plan, 529 Education Savings Plan, Long Term Disability, Employee Assistance Program, Flexible Spending Accounts (FSA), Legal Access Plan, Employee Appreciation Program, Company Sponsored Employee Events, Staff Development, 9/80 Alternative Work Schedule, Paid Sick, Vacation and 13 Observed Holidays, Public Service Loan Forgiveness Program Eligibility and more!

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