Administrative Assistant

Title: Administrative Assistant
Status: Full-Time
Compensation: $19–$23 per hour, depending on experience
Benefits: Eligible after a 90-day probationary period

We are seeking a detail-oriented, professional Administrative Assistant to join our team. This position provides essential clerical and administrative support to help ensure the smooth and efficient operation of our organization.

Key Responsibilities

• Serve as the first point of contact for the organization, including:
  • Answering and directing calls on a multi-line phone system
  • Monitoring and responding to incoming emails and faxes
  • Greeting and assisting visitors
• Draft and prepare correspondence and other formal documents
• Schedule and coordinate appointments
• Maintain organized electronic and physical filing systems
• Manage mailer projects, including:
  • Preparing and processing postal mailings
  • Accurately reconciling documents for multiple employers and students
• Perform data entry using Microsoft Excel, Word, and our internal database (training provided)
• Conduct follow-up via phone and email with students, contractors, prospective members, and sponsors
• Assist with meetings and events, including:
  • Conference room setup
  • Food and beverage coordination
  • Basic audio/visual support
• Help create and post content on social media using Canva
• Maintain office supply inventory and submit weekly supply orders
• Attend outreach events such as trade shows and career fairs
• Process various forms related to education programs and membership
• Help maintain and tidy classrooms and breakrooms
• Perform other office duties as assigned

Qualifications

• Previous experience in office administration
• Proficiency in Microsoft Office (Word, Excel, Outlook required)
• Experience with a multi-line VOIP phone system and standard office equipment
• Experience with Constant Contact and Canva is a plus
• Ability to prioritize tasks and manage multiple responsibilities at once
• Excellent written and verbal communication skills, including strong typing skills
• Strong organizational skills and attention to detail
• Self-motivated team player with a positive, professional attitude
• Ability to work in a fast-paced, occasionally demanding environment
• Willingness to follow established procedures, accept direction, and participate in reporting and compliance processes, while also suggesting improvements
• Willingness and ability to travel within the greater California region; occasional evening and overnight travel may be required
• Ability to work occasional evenings, or irregular hours to support events. Some events and related attendance are mandatory.
• Standard office hours: Monday–Friday, 7:00 a.m. to 4:00 p.m.

Physical Requirements

• Ability to bend, reach, lift materials up to 40 lbs., and sit or stand for extended periods
• Regular use of office equipment and computers, including handling sharp objects safely
• Ability to communicate clearly by phone and email, and to present confidently in person to small and large groups
• Ability to maintain accuracy and focus, sometimes in a busy environment with multiple distractions
• Occasional travel is required, including driving a personal vehicle
• Must have reliable transportation, a valid driver’s license, current registration, and a clean DMV record