Administrative Assistant

Job Description

Job Description

Title: Administrative Assistant

FLSA Status: Non Exempt

Date: August, 2026

Company Description:

Mobile Beacon strengthens communities across the United States by providing high-speed, low-cost, mobile internet access to the anchors of communities: the nonprofits, schools, libraries, museums, and healthcare organizations that provide vital services to millions of Americans every day. With our broadband service, these organizations have an essential tool they need to fulfill their missions and maximize their philanthropic impact. Our anytime, anywhere connectivity allows them to access more, reach more, and help more in their communities.

We are passionate about what we do and we are looking to grow our team with people who share our commitment as a mission-based organization to help nonprofit organizations better serve their communities. It is an exciting time to join as we are experiencing tremendous growth and demand. 

 

Position Summary:

Reporting to the Director of Operations & Administration this will be a highly self-motivated individual capable of thriving in an entrepreneurial environment. Responsibilities include providing functional support to ensure data accuracy, performance, operation and stability of database systems at our Mobile Beacon and NACEPF offices.

 

Responsibilities:

● Answer phones and greet visitors

● Schedule appointments and maintain calendars

● Schedule meetings

● Collate and distribute mail and order supplies

● Prepare communications, such as memos, emails, invoices, reports and other correspondence.

● Create and maintain filing systems

● Invoicing.

● Keep excel spreadsheets update.

● Provide functional support to ensure data accuracy, performance, operation, and stability of database systems.

● Perform routine data cleanups and document the steps required for those cleanups.

● Identify, investigate, and resolve data discrepancies.

● Provide support on projects and assignments (data uploads/input, field edits, Demand Tools scenarios, testing, etc.).

● Review reconciliation reports and correct/update as required.

● Conduct Return (RMA) shipping tasks.

● Generate and maintain reports as required. 

● Assist in developing training materials and provide ongoing technical guidance and support to the team.

● Serve as backup to Returns (RMA) Specialist.

● Serve as backup to Salesforce & Data Specialist as needed.

● Assist at the NACEPF office. Support special projects and events upon request.

● Other related duties as assigned by the supervisor.

 

Education and Experience:

● Associates degree or equivalent work experience required.

● 5+ years’ experience in an Administrative role.

● Salesforce experience preferred.

 

Knowledge, Skills and Competencies:

● Enthusiasm for and positive representation of Mobile Beacon and NACEPF’s mission, goals, and culture.

● Motivated, proactive, and organized self-starter able to wear many hats.

● Strong interpersonal skills and ability to contribute to a collaborative team environment.

● Ability to work under pressure, handle multiple priorities.

● Demonstrated time management and prioritization skills with a high level of productivity and accuracy.

● Ability to follow multi-level processes accurately and within standard timeframes.

● Proven ability to coordinate assignments with minimal supervision.

● Strong communication skills, written and oral.

● Technical aptitude with strong troubleshooting skills.

● Able to successfully operate in a participative growing environment with limited budgets and resources.

● Proficient with Microsoft Office Suite (Word, Excel, PowerPoint). 

● Knowledge of database administration and reporting (Access, Demand Tools, etc.)

● Experience with customer relationship management systems (Salesforce) a plus.

● Experience with back office systems a plus (billing, call center, etc.)

 

Physical Demands and Work Environment:

● Work environment is an office environment.

● Work environment will support both the Mobile Beacon & NACEPF office.

● Must be able to sit at workstation, concentrate viewing computer screens for extended periods of time.

● High utilization of office equipment, phone, computer, fax, etc.

 

The physical demands described are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

NOTE: This job description is only a summary of the typical functions of the job and is not intended to be a comprehensive list of all job responsibilities, tasks, and duties. Employee may perform other related duties as assigned to meet the ongoing needs of the organization.

\nCompany Description

Great Team, culture and benefits. Opportunity for growth.

Company Description

Great Team, culture and benefits. Opportunity for growth.