Administrative Support Assistant

McKinley Children's Center•San Dimas, CA

2d•$22 - $28

About The Position

The Administrative Assistant provides comprehensive administrative and office support to the leadership team, ensuring efficient day-to-day operations and effective coordination across departments. This role serves as a key point of contact for internal and external stakeholders and supports leadership through scheduling, communication, documentation, and project coordination.

Requirements

High School diploma, BA preferred
2 years of Administrative Assistant or office experience
Bilingual Spanish-speaking preferred
Strong proficiency in Google Workspace and other related software
Strong organizational and project management coordination skills, including tracking timelines, deliverables, and follow-up items
Excellent oral, written, and interpersonal communication skills
Exceptional customer service skills, both in person and over the phone, with internal and external stakeholders
Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment
Strong time management skills with the ability to meet deadlines with minimal supervision
Ability to work independently while also contributing effectively as a team member
Professional demeanor with the ability to represent the organization appropriately at all times
Ability to maintain strict confidentiality and professional boundaries with leadership, team members, and clients
Ability to write, speak, and interact in a clear, professional, and respectful manner
Must pass a pre-employment physical examination, tuberculosis (TB) test, and drug screening
Ability to sit for extended periods while working at a computer and performing administrative and project management tasks
Ability to stand and walk intermittently throughout the workday
Ability to use hands and fingers to operate a computer keyboard, mouse, telephone, and other standard office equipment
Ability to read, write, and communicate effectively in person, over the phone, and via electronic communication
Ability to occasionally bend, stoop, kneel, reach, and lift or carry materials weighing up to 15 pounds
Ability to travel between sites or attend meetings as needed
Department of Justice (DOJ), Federal Bureau of Investigation (FBI), Child Abuse Index (CACI)
Insurability under Corporate Automobile Insurance

Nice To Haves

Bilingual Spanish-speaking preferred
BA preferred

Responsibilities

Provide comprehensive administrative and project coordination support to the leadership team across multiple departments
Manage calendars, schedule appointments, and coordinate meetings; prepare agendas, take detailed minutes, and track follow-up action items
Support assigned projects by tracking timelines, coordinating deliverables, maintaining documentation, and ensuring timely follow-through
Serve as a point of contact for internal and external stakeholders and route inquiries appropriately
Answer, screen, and direct incoming phone calls and provide general front desk coverage as needed
Prepare, compile, and distribute reports, presentations, and correspondence
Develop, organize, and maintain electronic and paper filing systems, including Google Drive and shared drives
Coordinate travel arrangements and submit or reconcile expense reports
Conduct routine site camera checks on assigned days and report concerns
Assist with the review and organization of camera footage and documentation related to incidents, violations, or damages as directed
Track and compile vehicle-related administrative data, including mileage, fuel usage, registrations, and reports, for leadership review
Assist with insurance-related and compliance-related project coordination, including documentation tracking and follow-up
Support audit and compliance projects by organizing materials, tracking requirements, and coordinating responses
Assist with the receipt, organization, and tracking of vendor bids and related documentation
Provide administrative support for special projects as assigned
Perform general office support functions, including filing, scanning, copying, and mail processing
Perform all other related duties as assigned

Benefits

Medical, Dental, and Vision Insurance- we offer a company defined contribution of $620/month
Life Insurance
Flexible Spending Account
Paid Time Off
Sick Time
Paid Holidays
403(b) retirement plan with company match up to 3%
Employee Assistance Program
Tuition Reimbursement
Employee Referral Bonus
Credit Union Membership
Training Opportunities to Further Personal and Professional Growth