Administrative Assistant

Administrative Assistant

The Administrative Assistant is a part-time role that handles much the client's daily administrative activities to help ensure that the internal operations are effective, efficient, and responsive to both internal and external constituents. The Administrative Assistant will be part of a two-person "administrative services" team within the foundation that enables the other staff teams to achieve their goals. Hours will be 9 : 00 to 5 : 00 on Wednesdays and Fridays. Additional hours may be added if needed.

This position serves as the front-line point person for the daily administrative tasks. This position also serves as a key ambassador, often acting as the first point of contact for community members who visit or call.

The Administrative Assistant's duties will be performed at the direction of, and in partnership with, the Office Manager.

Office & Operations Support

Provides outstanding customer service to all constituents, callers, visitors, donors, grantees, applicants, partners, vendors, volunteers, coworkers and the general public

Responds to callers and serves as initial point of contact on behalf of the Foundation

Welcomes visitors to the office and acts as their initial host, offering refreshments, pointing out the coat closet, and notifying other staff of arrival

Provides front desk coverage as needed

Ensures the general phone message is up to date for holidays, staff functions, etc.

Provides logistics support (before, during, and after) for hosted events : name tags ready, beverages stocks, rooms cleaned, arranging for any purchases or special off-cycle cleanings, etc.

Provides general administrative support (including calendar support) to the three Vice Presidents

Coordinates all drop-files, manages paper recordkeeping

Handles materials production (e.g., folders, handouts, etc.)

Requirements - Proven experience in receptionist duties or administrative support roles.

Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.

Excellent written and verbal communication skills.

Proficiency in using standard office software and tools.

Ability to work collaboratively in a team-oriented environment.

Demonstrated customer service skills, including professionalism and responsiveness.

Flexibility to adapt to changing priorities and schedules.

Availability to work part-time hours on Wednesdays and Fridays, with potential for additional hours as needed.

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