Administrative Assistant

About the role

The Administrative Assistant plays a pivotal role in ensuring the daily operational efficiency of the office, supporting approximately 45 professional staff based in the region. This position acts as a liaison and resource for regional programs and centers, facilitating effective communication and providing necessary support with the corporate office.

Responsibilities

• Answering phones, greeting visitors, copying, filing, coordinating meetings and schedules, distributing mail, as well as maintaining postage machines and printers, and other day-to-day activities.
• Effective, respectful communication with customers, including parents, to meet their needs and answer their questions.
• Supporting incoming and outgoing mail through multiple channels and keeping office mailboxes up to date.
• Supporting document retention for office(s), programs and centers via company SharePoint, which may include outside vendors.
• Creating, maintaining and distributing various lists, including reports, to the regional office and staff in other Catalyst offices, programs and centers.
• Performing office supply inventory checks and coordinating office orders with purchasing team as needed.
• Managing relationships with outside vendors for office supplies, shipping, printing needs, etc.
• Supporting various short-term and long-term projects as needed, including but not limited to formatting, editing and printing documents for various departments, planning events, and office activities that support Agency culture.
• Managing T-shirt project. Ensuring T-shirts are counted and distributed properly and recruiting staff (if available) to assist in the process.
• Cooking and coordinating all office meetings and events, as needed.
• Providing general support for the office, program managers/directors and center Site Supervisors.
• Helping prepare for New Hire Orientation and creating badges for office staff, as needed.
• Supporting Senior Admin with preparing, printing or distributing materials needed for the centers; examples are DRDP forms, program materials, center employee file folders, HR materials or licensing association support for center staff.
• Building and cultivating organizational relationships to anticipate and problem-solve staff needs efficiently.
• Greeting all visitors to the front desk by welcoming, offering support, and directing them appropriately.
• Fostering an intentional culture that is mission-aligned, creative, performance driven, generative, and well-regarded externally and internally.
• Championing and upholding the office culture of optimism, collaboration, and inclusivity.

Requirements

• High School graduate or equivalent.
• Minimum one year of experience in an Administrative Assistant or Admin role or general clerical role.
• A.A. preferred.
• Proficiency in Word, Excel, PowerPoint, etc.

Key Competencies

• An exceptional customer service orientation.
• Experience managing vendor relationships and communicating regularly with vendors.
• Excellent organizational skills and strong communication skills, both verbal and written.
• Maturity, professionalism, and good common sense.
• Excellent computer skills with MS Office applications (Word, Excel, PowerPoint, etc.).
• Ability to work independently, while keeping management updated on status of projects and challenges encountered.
• Ability to handle large projects and see them through to completion.
• A “big picture” thinker: ability to plan ahead and foresee needs.
• Spanish speaking fluency/ability a big plus.
• Ability to run errands is required for this position.
• Occasional travel from one agency location to another, may also be required.

Shift Type

Full Time, Onsite

Schedule

Monday - Friday, 8:30am - 5pm

What We Offer

• Medical, Dental, and Vision Benefits
• 401(k) Retirement plan and Employee Assistance Program (EAP)
• Paid vacation, sick time, and holidays
• Discounted childcare
• Tickets at Work employee discounts
• Be constantly in a learning and growth process with training and professional growth advisory

Equal Opportunity Employer

We are proud to be an EEO/AA employer. M/F/D/V. We maintain a drug-free workplace.