ADMIN ASSISTANT

Job Description

Job Description

Job Title: Administrative Assistant
Department: TCF General Office

Reports To: CEO/COO
Location: Stockton, CA
Classification: Part-Time, Nonexempt
Duration: 2026/2027 School Year (July-June)

Salary Range: $25.00/hour
Schedule: Monday–Friday, schedule subject to change based on business needs

Position Summary

All TCF employees are expected to uphold high standards of attendance, accountability, and professionalism while consistently modeling the mission and core values of The Table Community Foundation (TCF): Serve. Love. Unite.

As an Administrative Assistant, you will play a pivotal role in providing high-level administrative support to the leadership team. This position requires a seasoned professional who can seamlessly manage complex administrative tasks, foster effective communication, and contribute to the overall efficiency and success of the organization. The Administrative Assistant will work closely with leadership, demonstrating a proactive and collaborative approach to ensure smooth operations and enhance the productivity of the team. Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.

Essential Functions

Executive Support:

• Coordinate and manage the executive's calendar, including scheduling meetings, appointments, and travel arrangements.

• Organize and coordinate meetings, conferences, and events, including preparing materials, agendas, and minutes, ensuring all parties are informed of and kept abreast of schedules. 

• Collaborate with executive directors, actively listening and engaging in discussions to gain insights into their priorities, deadlines, and preferences.

• Provide administrative support for special projects, including tracking progress, coordinating tasks, and contributing to project-related activities.

• Provide administrative support as required, adapting to the evolving needs of the executives.

Document Creation and Management 

• Prepare, edit, and proofread documents, emails, reports, and presentations with a keen eye for detail and accuracy.

• Collaborate with leadership to ensure documents align with organizational standards and objectives.

• Utilize document management software and tools to streamline processes and enhance efficiency.

• Conducts research, compiles, and types of statistical reports.

Record Keeping and Compliance:

• Create and oversee the organization and maintenance of documents, records, and confidential information.

• Establish and implement procedures for archiving documents and records.

• Ensure compliance with record retention policies and legal requirements.

• Conduct periodic audits of document management processes to ensure compliance with organizational policies.

• Identify opportunities for process improvement within document management systems.

Communication and Collaboration:

• Cultivate positive relationships and transparent communication with supervisors, TCF staff, school staff, state/local officials, and community partners.  

• Serve as a liaison between leadership and various stakeholders, ensuring clear and timely information flow.

Additional Responsibilities

Fulfill any other duties as assigned by the supervisor, recognizing that the role may evolve to include new tasks introduced by the company. 

Job Qualifications  

Minimum Knowledge/Experience/Requirements  

• Must be at least 18 years of age. 

• Must have at least 48-semester college units or successful completion of the Paraeducator exam 

• TB test clearance 

• Must pass DOJ/FBI criminal background check. 

• Must be punctual and reliable. 

• Must have experience working with youth and a general knowledge base of core elementary subjects. 

• Must possess strong classroom and behavioral management skills. 

• Must be able to work independently or as part of a team. 

• Must be able to communicate openly in a professional manner with students, parents, and community partners. 

Physical Demands  

• Must have sufficient strength, agility, and mobility to perform essential functions of position and to safely supervise children’s activities including the ability to occasionally lift up to 25 lbs. 

• Must be fit for frequent bending and standing. 

Work Environment/Travel  

• Multiple site locations 

• Reliable transportation 

• COVID-19 considerations: Following all CDC guidelines for a safe environment.  

  License/Certification/Clearance  

• Sexual Harassment Training Certificate * required (Provided by TCF)

• Mandated Reporter Training Certificate * required (Provided by TCF)

• First aid and CPR Certification * preferred  

Equipment, Tools, and Software  

Basic knowledge and ability to operate/use: (preferred) 

• Procare and attendance, personnel tracking software 

• Microsoft software, Office 365, Teams, Employee Live, PowerPoint, Forms, Word, etc. 

• Zoom/Google Live 

• Deputy/ADP Employee Access 

Other Skills/Requirements  

• Possess Integrity -- being honest and showing a consistent and uncompromising adherence to strong moral and ethical principles and values. 

• People-oriented and energetic -- enjoys interacting with people and working on group projects 

• Adaptable -- remains flexible and easily adapts to change and operational needs 

• Teamwork -- collaboration, communication, and shared goals -- "Like minds coming together to create change" 

• Professionalism-exhibiting a courteous, conscientious, and business-like manner in the workplace