Administrative Assistant

Administrative Assistant Overview

• The Administrative Assistant will provide essential support to the organization, ensuring smooth daily operations and effective communication with clients and staff.
• This role involves front desk management, visitor assistance, and maintaining a professional and welcoming environment.
• Assist in distributing program supplies, maintaining accurate records, and supporting program activities.
• Collaborate with staff and supervisors to address emergencies or escalations effectively.
• Manage office supplies, coordinate deliveries, and ensure the workspace is organized and efficient.
• Support the creation of signage, flyers, and other informational materials for the organization.
• Work on-site in a dynamic environment, rotating between two office locations as needed.
• Contribute to the organization's mission of supporting justice-involved individuals and promoting a humane justice system.

Administrative Assistant Key Responsibilities & Duties

• Greet and assist visitors, collect information, and notify staff of arrivals.
• Answer and direct phone calls, voicemails, and inquiries promptly and professionally.
• Distribute program supplies and maintain accurate inventory records.
• Assist with mailing letters, preparing care packages, and organizing deliveries.
• Manage office supplies, coordinate orders, and maintain an organized workspace.
• Schedule and manage conference room availability and communication.
• Support staff with general tech issues and liaise with the tech department as needed.
• Collaborate with facilities teams for repairs, cleanings, and improvements.
• Engage respectfully with diverse individuals, including those with mental health or substance use needs.

Administrative Assistant Job Requirements

• Bachelor of Arts (BA) degree required, with entry-level experience preferred.
• Minimum of 2 years of experience in front-facing non-profit or similar roles.
• Proficiency in Microsoft Office, Google Suite, and willingness to learn new systems.
• Strong organizational, communication, and interpersonal skills with the ability to multitask effectively.
• Experience working with justice-impacted individuals and a commitment to restorative practices.
• Ability to lift and move up to 20 pounds and adapt in a fast-paced environment.
• Professional demeanor and ability to engage effectively with clients, staff, and stakeholders.
• Bilingual proficiency in English and Spanish is preferred but not required.