Administrative Associate
About The Position
The Administrative Associate (ADA) is a key member of the People, Culture & Place team and serves as the first point of contact for staff, guests, and visitors. This role supports day-to-day office operations, guest services, and convening center activities while helping ensure a professional, safe, and welcoming environment for all. The ideal candidate is enthusiastic, detail-oriented, highly organized, and customer-focused, with a “can-do” and “I care” attitude. The ADA thrives in a fast-paced environment, excels at multitasking, and brings strong communication and problem-solving skills.
Requirements
- High School Diploma or GED required
- Minimum 3 years of office administrative experience, including phone responsibilities
- Strong proficiency with Microsoft Office (Word, Excel, Outlook)
- Excellent customer service and communication skills (verbal and written)
- Strong organizational skills and attention to detail
- Ability to manage multiple priorities and meet deadlines
- Strong problem-solving and critical-thinking skills
- Ability to work independently and collaboratively
- Professional judgment and ability to handle confidential information
Nice To Haves
- Certificate or Associate’s Degree in Office or Business Administration preferred
- Experience with databases and office management systems (envoy a plus)
- Prior nonprofit or service-oriented experience preferred
- Valid driver’s license preferred (not required)
Responsibilities
- Serve as the first point of contact for visitors, callers, vendors, and staff
- Create a professional and welcoming first impression for all guests
- Greet, route, and assist callers and visitors appropriately
- Manage visitor sign-in/sign-out procedures and follow all visitor policies
- Validate parking and assist guests with parking garage access
- Troubleshoot phone or visitor issues and coordinate solutions as needed
- Maintain front office procedures, contact lists, and FAQs
- Support meetings and convening center activities, including room setup and breakdown
- Assist with guest relations, wayfinding, and coordination with security
- Support food and beverage service and catering logistics
- Perform daily opening and closing procedures
- Receive, sort, and distribute mail and deliveries
- Monitor cleanliness and functionality of shared spaces and meeting rooms
- Order and maintain office, breakroom, and operational supplies
- Create spreadsheets, reports, calendars, and operational documents
- Process invoices, enter checks received, and maintain records
- Maintain physical and digital filing systems
- Support cross-department administrative needs as assigned
- Serve as a member of the emergency response team
- Follow and implement safety and security protocols
- Proactively identify opportunities to improve administrative systems and processes
- Build strong working relationships across departments
- Maintain confidentiality and discretion at all times
Benefits
- Medical, Dental, and Vision insurance plans are provided at no cost for all full-time staff.
- Life Insurance is covered at 100% of the employee's annual salary, plus $25,000.
- AD&D Insurance is covered at 100% of the employee's annual salary.
- CCF contributes 10% of all employee's salaries into our 403b retirement plan.
- CCF subsidizes monthly transit passes for staff who commute via public transportation.
- CCF also offers an assortment of snacks available to all staff in our breakrooms, and an on-site fitness center.
- After one year of service, all full-time employees are eligible for tuition reimbursement of up to $15,000 for higher education.
- CCF also offers a student loan repayment program of $100/month for all full-time employees after one year of service.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
51-100 employees
