Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to provide organized, day-to-day support for operations leadership in Azusa, California. This Long-term Contract position is ideal for someone who can manage administrative details, coordinate meetings and travel, and handle confidential information with professionalism. The role offers the opportunity to support a mission-driven non-profit organization by keeping schedules, records, and office activities running smoothly.

Responsibilities:
• Provide administrative support to operations leadership by maintaining schedules, updating documents, and assisting with department-specific tasks.
• Organize leadership meetings by preparing agendas, reserving meeting spaces, coordinating communications, arranging refreshments, distributing materials, and documenting meeting notes.
• Travel to off-site meetings when needed to handle logistics and ensure events are properly arranged.
• Maintain operational, statistical, and financial records, and prepare reports or summaries requested by management.
• Create, organize, and safeguard electronic files while ensuring sensitive and confidential information is handled appropriately.
• Serve as a front desk and office support contact by answering calls, directing inquiries, taking messages, and assisting with deliveries and daily mail distribution.
• Monitor breakroom inventory, order necessary supplies, and restock shared office areas to maintain a functional workplace.
• Coordinate conference participation for leadership by managing registrations, travel plans, and hotel accommodations.
• Prepare business documents, presentations, spreadsheets, and correspondence using Microsoft Office applications, while also tracking project timelines and departmental workflows.
• Support managers with calendars, vacation scheduling, in-service materials, presentation logistics, staff meetings, training participation, and other assigned projects.• At least 1 year of experience in an administrative, office support, receptionist, or similar role.
• Demonstrated ability to answer inbound calls professionally and direct inquiries accurately.
• Experience with administrative assistance, data entry, scheduling, and general office coordination.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Strong organizational skills with the ability to manage multiple tasks, deadlines, and changing priorities.
• Ability to handle confidential records and sensitive information with discretion.
• Effective written and verbal communication skills, along with a detail-oriented and dependable work style.