Office Assistant Jobs

About The Position

Requirements

• Associate’s or Bachelor’s degree in Business Administration, Office Management, Accounting, or a related field (preferred).
• Minimum of 3 years of experience in office administration or a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong experience with bookkeeping software (such as QuickBooks) and financial reporting.
• Familiarity with budgeting and financial reconciliation.
• Comfortable using office equipment and managing vendor relationships.
• Ability to manage and update website.
• Excellent organizational and time management skills with the ability to prioritize tasks.
• Strong attention to detail and accuracy in data entry and financial tracking.
• Ability to manage multiple responsibilities and meet deadlines.
• Strong written and verbal communication skills.
• Ability to take accurate meeting minutes and prepare professional reports.
• Excellent people skills, professional demeanor and ability to interact effectively with staff, board members, and external partners.
• Valid driver’s license and reliable transportation (for mail collection and errands).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to take on additional duties as assigned by the President.

Nice To Haves

• Experience working in a nonprofit organization is a plus.
• Experience working with public agencies, community organizations or mission‑driven developers.

Responsibilities

• Provide support to senior leadership, including the CEO and Sr. Real Estate Project Manager; make travel arrangements and manage the calendars and email of senior leadership.
• Coordinate staff meeting agendas with CEO and maintain corporate calendar as directed.
• Compose communications, memorandums, and presentation materials from verbal direction.
• Create, maintain and update documents and forms as needed; print letters and obtain appropriate signatures.
• Assist with logistics planning and material creation/assembly for community meetings as well as other annual and ad-hoc meetings.
• Set up workspace for new hires and assist with onboarding tasks as assigned.
• Oversee planning of staff parties and events.
• Manage daily office operations including supply ordering, equipment maintenance, and contractor coordination (e.g., delivery services).
• Coordinate IT, internet and printing services across various service providers.
• Management of vendor contracts as well research new ones.
• Serve as the primary liaison for office vendors and service providers.
• Collect, date-stamp, and distribute incoming mail and deliveries.
• Coordination with other organizations sharing in office.
• Arrange employee travel, including booking transportation and accommodations.
• Provide administrative support and meeting coordination for internal and external meetings and events.
• Process vendor payments, organize invoices, and maintain accurate financial records.
• Assist with budgeting and preparing expense reports.
• Use QuickBooks for data entry, reconciliation, and financial tracking.
• Generate financial reports for audits and ensure compliance with non-profit accounting standards.
• Coordinate logistics for Board of Directors meetings, including scheduling, preparing agendas, distributing meeting packets, and managing RSVPs.
• Draft, compile, and maintain accurate board minutes and official corporate records.
• Support the President and Board Chair in managing board governance tasks.
• Maintain the organization’s corporate documents, bylaws, policies, resolutions, and other governance materials.
• Ensure timely preparation and dissemination of board communications and updates.
• Assist with planning and logistics for board committee meetings, retreats, and orientation of new board members.
• Perform additional tasks as assigned by the President to support the administration of Housing Forward operations.
• Be a key part of creating a great working environment and a high achieving organization

Benefits

• 15 vacation days
• 12 sick days
• 12 paid holidays
• paid personal day
• medical, dental and vision insurance
• health savings account
• flexible spending account
• dependent care flexible spending account
• retirement, and savings plan/401(k) match
• group life insurance
• short- and long-term disability
• parental leave
• sabbatical leave
• professional development