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.