Administrative Assistant

About the role

The Administrative Assistant will provide essential administrative and clerical support to ensure the smooth operation of the organization.

Responsibilities

• Perform general office duties, including answering phones, responding to emails, managing correspondence, and greeting visitors.
• Ensure that the office environment is welcoming and well-organized.
• Prepare, organize, and maintain physical and digital files, including confidential records related to clients, staff, and organizational operations.
• Ensure that all documents are filed accurately and securely.
• Schedule and coordinate meetings, including reserving meeting spaces, preparing agendas, distributing materials, and taking meeting minutes.
• Aid in follow-up on action items from meetings.
• Assist with drafting and editing correspondence, newsletters, reports, and other communications.
• Assist with the planning and execution of organizational events, including fundraisers, community outreach programs, and workshops.
• Care for logistics, such as venue arrangements, catering, and materials preparation.
• Enter and update data in organizational databases and systems.
• Generate reports as needed for program evaluation, fundraising, and compliance purposes.
• Monitor and maintain office supplies, including ordering materials and managing inventory.
• Support staff members, including assisting with travel arrangements, expense reports, and project coordination.
• Offer assistance to program participants as needed, such as helping with forms and providing information about services.
• Assist with basic bookkeeping tasks, such as processing invoices, managing petty cash, and reconciling accounts.
• Coordinate with the finance department to ensure accurate financial record-keeping.
• Ensure that all administrative processes comply with organizational policies and relevant regulations.
• Maintain confidentiality of sensitive information at all times.
• Participate in special projects as assigned by the Executive Director or Office Manager.

Qualifications

• Education: High school diploma or equivalent required; an associate or bachelor’s degree in Business Administration, Office Management, or a related field is preferred.
• Experience: Minimum of 2 years of experience in an administrative or clerical role, preferably in a nonprofit or social services environment.
• Skills: Strong organizational skills with attention to detail and accuracy. Excellent written and verbal communication skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software. Ability to manage multiple tasks and prioritize effectively in a fast-paced environment. Strong interpersonal skills and a customer service-oriented approach. Basic bookkeeping or financial management skills are a plus.
• Personal Attributes: Professional, reliable, and committed to the mission of the organization. Ability to work independently and as part of a team. Compassionate and respectful in interactions with diverse populations.

Benefits

[List of benefits, such as health insurance, retirement plans, paid time off, etc.]

How to Apply

Interested candidates should submit a resume, cover letter, and references to info@charismasheart.org. Please include “Administrative Assistant Application – [Your Name]” in the subject line.