Adminstrative Assistant - Thomson Office

The Administrative Assistant supports the daily operations of Child Enrichment's Thomson office while providing administrative assistance to the Child Advocacy Center (CAC), Court Appointed Special Advocates (CASA), and Prevention programs.

This position serves as a primary point of contact for children, families, volunteers, and visitors; coordinates office operations; assists program directors; and supports prevention trainings and agency activities. The ideal candidate is organized, dependable, detail-oriented, and proactive, with a compassionate approach to serving children and families.

Key Responsibilities

1. Client and Family Support

• Welcome children, families, volunteers, and visitors in a professional, trauma-informed manner.
• Supervise children and families in the CAC waiting room, maintaining a safe and supportive environment.
• Notify staff of client arrivals and assist with scheduling, appointment reminders, and client communication.
• Maintain clean, organized, and welcoming client areas.
• Respond to client and family needs while maintaining confidentiality and professional boundaries.

2. Thomson Office Management

• Coordinate daily office operations and serve as the primary contact for administrative and facility needs.
• Answer phones, direct inquiries, and distribute messages.
• Receive, sort, and distribute mail, packages, and incoming faxes; assist with outgoing faxes.
• Monitor office supplies, coordinate purchasing requests, and report maintenance or equipment needs.
• Maintain organized office spaces and prepare meeting rooms for agency activities.
• Collaborate with the Office Manager and participate in cross-training to ensure consistent administrative procedures and coverage across both locations.

3. Prevention Program and Training Coordination

• Assist the Prevention Director with scheduling and coordinating prevention trainings for schools, organizations, and community partners.
• Coordinate training logistics, including registration, locations, materials, supplies, and communication with participants.
• Prepare training materials, sign-in sheets, evaluations, and certificates.
• Maintain training calendars and track attendance and evaluation data.
• Assist with prevention program reporting, outreach activities, and special projects.

4. Marketing and Communications Support

• Assist with creating and scheduling social media content highlighting Child Enrichment's programs, events, staff, volunteers, and community partnerships.
• Capture photos, videos, and other content during agency activities, trainings, and events, in accordance with agency confidentiality and media consent policies.
• Design and prepare branded materials, including flyers, brochures, invitations, presentations, signage, and other promotional materials.
• Use Canva and other design tools to create engaging, professional content consistent with Child Enrichment's branding.
• Collaborate with program staff to identify stories, activities, and accomplishments to highlight through agency communications.
• Assist with newsletters, website updates, email communications, and event promotions.
• Help maintain organized files of agency photos, graphics, templates, and marketing materials.

5. Program and Agency Administrative Support

• Provide administrative assistance to CAC and CASA program directors and staff.
• Prepare correspondence, reports, meeting materials, and other documents.
• Perform data entry, filing, scanning, and maintenance of program records.
• Support CASA volunteer activities, multidisciplinary team meetings, and other program events.
• Assist with grant reporting, donor correspondence, fundraising activities, and special projects.
• Perform other duties as assigned to support the mission and operations of Child Enrichment.

Qualifications

• High school diploma or equivalent required; additional education preferred.
• Previous administrative or customer service experience preferred but not required.
• Strong organizational, communication, and time-management skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams. Experience with Microsoft Copilot and other AI-assisted productivity tools for scheduling, meeting documentation, task management, and administrative efficiency is preferred.
• Ability to work independently, take initiative, and collaborate with a team.
• Compassionate and professional when interacting with children, families, and community partners.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Reliable transportation and ability to work at both office locations.

Work Schedule

This is a full-time, Monday–Friday position with the following schedule:

• Monday–Thursday: Thomson office, providing client support, office management, and program assistance.
• Friday: Augusta office, supporting agency-wide administrative needs, collaborating with the Office Manager, and participating in cross-training.

Specific daily hours will be established based on organizational needs.