HiringCafe
Posted 5d ago

Administrative Assistant

@ Catalyst Family
View All Jobs
Morgan Hill, California, United States
$22-$33/hrOnsiteFull Time
Responsibilities:answering phones, managing mail, supporting documents
Requirements Summary:High school diploma, 1+ year administrative or clerical experience, strong MS Office and SharePoint skills, excellent communication and organizational skills; Spanish fluency a plus.
Technical Tools Mentioned:Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft SharePoint
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Job Description

The Administrative Assistant plays a pivotal role in ensuring the daily operational efficiency of the office, which supports 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.


Key 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.  
  • Responsible for incoming and outgoing mail through multiple channels and keeps office mailboxes up to date  
  • Support 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.  
  • Performs office supply inventory check and coordinates office orders with purchasing team as needed.  
  • Managing relationships with outside vendors for office supplies, shipping, printing needs, etc.  
  • Support 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.  
  • Manages T-shirt project. Responsible for ensuring T-shirts are counted and distributed properly and recruiting staff (if available) to assist in the process.  
  • Support Senior Administrative assistant in coordinating all office meetings and events, as needed  
  • Providing general support for the office, program managers/directors and center Site Supervisors.  
  • Helps prepare for New Hire Orientation and creates badges for office staff, as needed. 
  • Support 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.  
  • Build and cultivate organizational relationships to anticipate and problem-solve staff needs efficiently.  
  • Greets all visitors to the front desk by welcoming, offering support, and directing them appropriately  
  • Foster an intentional culture that is mission-aligned, creative, performance driven, generative, and well-regarded externally and internally.  
  • Champion and uphold office culture of optimism, collaboration, and inclusivity.   

 

Required Qualifications:

  • HS graduate or equivalent.
  • Minimum one year of experience in an Administrative Assistant or Admin role or general clerical role. 


Preferred Qualifications:

  • AA Preferred
  • Word, Excel, PowerPoint, etc. proficiency

 

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.  

Working Conditions:

  • Generally pleasant working conditions
  • Less than 50% of daily assignments involve prolonged physical effort. 
  • Up to 5% travel


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
  • Access to the Calm app
  • Tickets at Work employee discounts
  • Be constantly in a learning and growth process with training and professional growth advisory

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