Administrative Assistant

Job Description

Job Description

Description:

JOB SUMMARY

The Administrative Assistant will complete all essential job duties while ensuring continuous front desk coverage and a professional, welcoming experience for all visitors and callers. The Administrative Assistant is responsible for overseeing the daily administrative, operational, social media, and facility functions of the organization while serving as the primary point of contact for visitors, callers, vendors, and employees. This position ensures the office environment remains professional, organized, efficient, and welcoming while supporting organizational operations, events, and administrative initiatives.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

Maintain compliance with the policies and procedures of Family Partners and the Division of Developmental Disabilities.

Customer Service & Reception

• Provide excellent customer service to employees, service providers, members served, visitors, and community partners. 

• Greet and direct visitors in person and by telephone. 

• Serve as the primary point of contact for incoming inquiries and general office communications. 

• Explain Family Partners' programs and services and answer basic questions. 

• Ensure all visitors and callers receive a professional, welcoming, and positive experience. 

Facility & Office Operations

• Oversee daily building operations to ensure facilities remain clean, organized, safe, and professionally maintained. 

• Coordinate building repairs, maintenance schedules and records, pest control, and miscellaneous service calls. 

Vendor, Fleet & Resource Management

• Manage relationships with vendors, contractors, and service providers. 

• Coordinate maintenance and repair services for office equipment, technology, facilities, and vehicles. 

• Support company fleet operations, including maintenance scheduling, repairs, registrations, cleanliness, and operational readiness. 

• Order and maintain inventory of office supplies, cleaning supplies, day program supplies, and other operational necessities. 

• Monitor inventory levels and utilize cost-effective purchasing practices. 

• Maintain vendor records, service agreements, and maintenance schedules.

Event Planning 

• Coordinate and support company events, including holiday parties, company picnics, and meetings.

• Coordinate event logistics, travel arrangements, vendors, supplies, and facility reservations. 

• Participate in marketing events, planning meetings, committees, and organizational initiatives as assigned. 

Social Media & Digital Engagement

• Manage all social media platforms.

• Create engaging daily and weekly content highlighting programs, activities, events, member accomplishments, employee recognition, and community involvement.

• Create and publish reels, videos, graphics, and promotional content.

• Monitor social media engagement and respond appropriately.

• Capture photos and videos during events and program activities.

Administrative & Organizational Support

• Develop and maintain organizational systems that improve office efficiency and workflow. 

• Support leadership with administrative projects, operational coordination, and special assignments. 

Requirements: MINIMUM QUALIFICATIONS

To function effectively in this position, this incumbent must possess a minimum of a Bachelor’s Degree from an accredited college or university in business, organizational management, or related field, or have at least two years of experience working in office management, facility coordination, operations, or administrative leadership preferred. The Administrative Assistant must have a valid Arizona Driver’s License and must have a reliable means of transportation with current insurance and registration. The incumbent must also complete Article Nine Training, and Certification in Adult/Child/Infant CPR, and First Aid and must be able to obtain a Level 1 Fingerprint Clearance Card. The incumbent must possess excellent human relations and communication skills to provide effective leadership and direction specifically to assigned departments.

REQUIRED SKILLS

• Possess excellent communication and interpersonal skills.

• Demonstrated computer experience with Microsoft Word and Excel, and email at a minimum.

• Ability to handle and prioritize multiple tasks.

• The ability to initiate tasks necessary for the program to run efficiently.

• Possess professionalism at all times while representing Family Partners. 

• Ability to problem solve.