Administrative Assistant

About the role

Path of Life Ministries is a 501(c)(3) organization serving those experiencing homelessness in the greater Riverside area. Our strategy is to provide a holistic system of care in an integrated, seamless manner to individuals and families, leading them from a place of crisis to a life of stability and self-sufficiency. Our goal is to walk people home. We seek talented and compassionate individuals able to thrive in a high-capacity and complex landscape of providing human services in a non-profit setting.

Position Overview

The Administrative Assistant supports daily headquarters operations through front desk coverage, office coordination, and general administrative support. This role serves as a main point of contact for visitors, staff, vendors, and general office communications, while also helping with supplies, mail, scheduling, and basic office technology support. The Administrative Assistant works closely with the Chief Solutions Officer and other departments to help keep office operations organized and running smoothly.

Essential Functions

• Serve as the first point of contact for all headquarters arrivals, ensuring a professional and welcoming experience for visitors, vendors, and staff.
• Direct visitors to the appropriate area and/or staff member.
• Direct incoming phone calls, emails, and general communications to the appropriate departments.
• Provide basic and accurate information in-person and via phone/email about the organization.
• Receive, sort, and distribute daily general office communications.
• Other duties as assigned.

Office Management

• Schedule and coordinate use of conference rooms, donation deliveries, and volunteer activities.
• Ensure the lobby is clean, organized, and welcoming.
• Ensure restrooms and breakrooms are fully stocked.

Administrative Support

• Process, sort, and distribute all incoming and outgoing mail.
• Monitor e-fax and voicemails, routing them to the correct staff/department.
• Manage office, janitorial, and breakroom supplies for assigned office areas.
• Maintain knowledge of fire/safety policies and procedures.
• Auxiliary duties as assigned, including seasonal tasks such as audits, holiday campaigns, and company-wide events.
• Research products, pricing, and protocols as requested.

IT & Technical Support

• Assist as an onsite contact for basic IT inquiries and troubleshooting.
• Serve as the contact to place vendor service calls or supply orders for printers, copiers, and scanners across all departments.
• Assist with assigning and distributing equipment to employees.
• Maintain an accurate equipment and technology inventory log.
• Auxiliary duties as requested, including equipment purchase and software research.

Qualifications

• High school diploma or equivalent.
• 2+ years of administrative, clerical, front desk, or office support experience.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks, stay organized, and meet deadlines.
• Proficiency with Microsoft Word, Excel, email, and Adobe Acrobat.
• Ability to provide professional customer service in person, by phone, and by email.
• Ability to handle confidential information with care and sound judgment.
• Comfortable using standard office equipment, including printers, copiers, scanners, and multi-line phone systems.
• Ability to research and resolve routine IT issues independently while managing the ticketing queue.
• Ability to explain technical concepts in plain, clear language to non-technical staff.
• Ability to reliably travel to off-site locations for occasional errands.

Preferred Qualifications

• Associate or bachelor’s degree.
• Experience in a nonprofit or human services setting.
• Experience supporting office operations, supply ordering, mail handling, or meeting coordination.
• Experience with basic technology troubleshooting and equipment tracking.
• Experience coordinating vendor requests, service calls, or office maintenance needs.

Additional Requirements

• Employment eligibility verification.
• Successful completion of background screening.
• Employees operating a personal vehicle for company business must maintain a valid California Driver’s License and provide proof of automobile insurance.

Work Schedule Requirements

Work schedules are subject to change, or start and end times may vary based on business needs and operational requirements. Flexibility and adaptability are essential to meet the demands of the role and the organization.

Physical Requirements

• Administrative staff is often required to assist with office cleaning and arrangements.
• Assisting with occasional office furniture moving.
• Office housekeeping and restocking of office and facility supplies.
• Ability to lift and carry up to 25 lbs. occasionally.
• Bending down and lifting is occasionally required.

Benefits

• 401(k)/Retirement plan.
• Dental insurance.
• Vision insurance.
• Health insurance.
• Life insurance.
• Paid time off.