Administrative/Operations Assistant
About The Position
The Administration/Operations Assistant is a vital presence at the heart of our organization. Reporting to the Executive Support Supervisor, this role serves as the primary point of contact at our Front Desk — the first face and voice that visitors, partners, and community members encounter when engaging with The Centers. You will provide professional administrative and operational support to the Administrative Office while helping to create a welcoming, courteous, and efficient environment for all. This is a role for someone who takes pride in the details, thrives in a dynamic environment, and understands that exceptional administrative support is what allows mission-driven work to move forward.
Requirements
- High school diploma or equivalent required
- Minimum of 2 years of experience in administrative support or a customer service function
- Demonstrated ability to work effectively across all levels of the organization and with the public
- Effective verbal and written communication skills with internal and external stakeholders
- Strong organizational skills and the ability to multitask in a fast-paced environment
- Proficiency with personal computers and standard office equipment
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams, and related tools)
- Proven ability to handle highly confidential and sensitive information with discretion
Responsibilities
- Serve as the welcoming first point of contact for all visitors, directing them to the appropriate staff in a friendly and professional manner
- Answer and route all incoming calls to the appropriate parties
- Maintain the daily Front Desk sign-in sheet and Front Desk Information binder, ensuring accuracy and timely updates
- Sort, distribute, and post incoming and outgoing mail across departments and multiple locations
- Notify staff of package deliveries
- Manage and maintain organized paper and electronic filing systems for accurate documentation and timely record retrieval
- Support the timely processing of outgoing checks in collaboration with the Finance Department
- Reconcile expense accounts and prepare related reports for senior leadership and the executive team
- Coordinate office supply ordering and maintain inventory
- Provide scheduling and calendar support for senior leadership
- Support catering coordination and conference space management for meetings and events
- Other duties as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
Number of Employees
11-50 employees
