Full job description
The Administrative Assistant / Office Manager ensures smooth day-to-day operations of the organization’s administrative office and facilities. This role combines front-desk reception, administrative support, facilities management, IT coordination, and basic financial and logistical tasks. The position is a central hub of communication and organization, supporting the Executive Director, program directors, and all staff.
Key Responsibilities
Office Management & Facilities
· Oversee the maintenance and functionality of the administrative office and additional sites.
· Serve as the main point of contact for building management, maintenance vendors, and repair contractors.
· Coordinate janitorial, security, and building access services.
· Ensure all office spaces, meeting rooms, and common areas are organized, safe, and well-stocked.
· Track office and building-related budgets, expenses, and vendor invoices.
Reception & Front Desk
· Serve as the first point of contact for visitors and callers.
· Greet and log in guests, notify staff of arrivals, and maintain visitor records.
· Handle incoming and outgoing mail, deliveries, and courier services.
· Maintain professional and welcoming front desk appearance.
Administrative Support
· Provide administrative assistance to the Executive Director and program directors, including scheduling, document preparation, travel arrangements, and communications.
· Take minutes for Board and committee meetings; prepare and distribute meeting materials and summaries.
· Assist in preparing reports, correspondence, and presentations.
· Support organization-wide events, trainings, and meetings.
Supplies & Purchasing
· Manage inventory and purchase supplies for the administrative office and other program sites.
· Track orders, deliveries, and vendor performance.
· Maintain organized supply storage and distribution systems.
Finance & Recordkeeping Support
· Support accounts receivable by logging and tracking payments and receipts.
· Reconcile and file credit card receipts and expense reports.
· Prepare and make deposits at the bank; assist with petty cash as needed.
· Support annual audit and recordkeeping compliance processes.
IT & Systems Coordination
· Serve as the first point of contact for IT-related issues and troubleshooting.
· Coordinate with IT vendors for network, hardware, and software support.
· Manage Microsoft 365 accounts, email lists, and user access.
· Set up and configure new computers, phones, and printers.
· Maintain asset inventory and technology documentation.
Operations & Logistics
· Run errands and deposits as needed (bank, post office, vendors, etc.).
· Maintain organizational calendars, contact lists, and directories.
· Support risk management and compliance tasks (e.g., insurance renewals, safety drills).
· Assist with onboarding of new employees (desk setup, keys, IT access, orientation materials).
Qualifications
· Minimum 3 years of administrative or office management experience (nonprofit experience preferred).
· Strong organizational skills and attention to detail.
· Excellent communication and interpersonal skills.
· QBO experience preferred.
· Proficiency in Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint).
· Basic IT troubleshooting and comfort learning new systems.
· Ability to manage multiple priorities and maintain professionalism under pressure.
· Valid driver’s license and ability to perform errands as needed.
Work Environment
Most of the work for this position is performed under normal office conditions. To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily, as well as possess the skills and meet the demands outlined in this job description.
Job Type: Full-time
Pay: From $22.00 per hour
Expected hours: 36 – 40 per week
Work Location: In person
