Archived listing. The details below describe a past opening.
We are looking for an Administrative Assistant to provide dependable operational support for a non-profit organization in California. This Long-term Contract position is well suited for someone who can manage office priorities, maintain accurate records, and assist leadership with day-to-day administrative and financial tasks. The ideal candidate is organized, detail-oriented, and comfortable handling a mix of clerical coordination, reporting, scheduling, and confidential administrative work.
Responsibilities:
- Provide administrative support to leadership by managing correspondence, preparing documents, and keeping daily office activities organized.
- Receive and route incoming calls and visitors in a courteous manner while supporting front-desk and general office coverage needs.
- Maintain files, logs, and records with accuracy, including document tracking, retention materials, and other administrative documentation.
- Assist with data entry, reporting, and preparation of supporting schedules to help departments maintain accurate operational and financial information.
- Coordinate calendars, arrange meetings, and support master scheduling to ensure timely communication and efficient use of leadership time.
- Prepare customized and department-specific reports by gathering information, formatting documents, and verifying details before distribution.
- Support finance-related administrative duties by organizing materials, tracking information, and assisting with routine clerical tasks tied to department operations.
- Handle sensitive information with discretion while providing administrative assistance across multiple management and support functions, including occasional human resources support as needed.
- At least 3 years of experience in administrative support, office coordination, or a related clerical role.
- Demonstrated ability to answer inbound calls, manage front-office responsibilities, and communicate professionally with a variety of stakeholders.
- Strong data entry skills with careful attention to detail and a high level of accuracy in recordkeeping.
- Experience preparing reports, supporting schedules, and other business documents for departmental or leadership use.
- Ability to coordinate meetings, maintain calendars, and manage multiple priorities in a structured office environment.
- Proficiency with standard office software and general administrative systems used for documentation, reporting, and scheduling.
- Ability to handle confidential information appropriately and work effectively with limited supervision.
- Strong organizational skills and the ability to balance routine assignments with more complex administrative tasks.