We are looking for an organized and personable Administrative Assistant to support daily office operations at our location within a mission-driven non-profit environment. This fully in-office role serves as a central point of coordination for visitors, staff, facilities, and administrative activities, helping the workplace run smoothly and efficiently. The ideal candidate brings strong communication skills, sound judgment, and the ability to manage competing priorities with care and attention to detail.
Responsibilities:
- Oversee day-to-day reception and office support activities, creating a welcoming and efficient experience for employees, guests, and partners.
- Receive visitors, answer general inquiries, and direct individuals to the appropriate staff members or resources in a thoughtful and organized manner.
- Process incoming and outgoing mail, including package distribution and shipment coordination through certified mail and courier services.
- Maintain orderly shared spaces by monitoring office, lobby, and breakroom supplies and replenishing inventory as needed.
- Coordinate meeting room readiness by arranging room setups, updating schedules, and resolving booking conflicts throughout the day.
- Partner with internal teams to track administrative items related to loan documentation, including insurance requirement updates.
- Liaise with building and service vendors to address maintenance, safety, access, cleaning, storage, and other facility-related needs.
- Support workplace operations by assisting with employee onboarding setups, identification badges, business card orders, and office access requests.
- Help organize internal events, meal coordination for meetings, vehicle-related administrative tasks, and special projects across departments.
- Prior experience in administrative support, front desk coordination, reception, or general office operations.
- Strong written and verbal communication skills with the ability to interact professionally across a range of audiences.
- Demonstrated ability to handle confidential information with discretion and good judgment.
- Proficiency with Microsoft Office applications, especially Word and Excel, along with accurate data entry skills.
- Ability to manage multiple tasks simultaneously while staying organized in a fast-paced, in-office setting.
- Close attention to detail and the ability to respond calmly and effectively to changing needs.
- Positive interpersonal style with strong relationship-building skills and a customer-service mindset.
- Bilingual communication skills in English and Spanish are preferred.