Administrative Assistant

Front Desk Administrative Assistant

Location:

Oakland, CA (Near Bart)

Schedule:

Monday-Friday, 8:30 AM-5:00 PM Work Arrangement:
Onsite Monday-Thursday, Remote Fridays Pay Rate: $30.00-$34/hour

Employment Type:

Contract-to-Hire

Position Overview

The ideal candidate is professional, organized, customer-service oriented, and enjoys working in a collaborative environment. This individual will manage front desk operations, coordinate office administration functions, assist with special events, and provide ongoing support to leadership and program staff.

Key Responsibilities

Front Desk & Reception Support

• Serve as the primary point of contact for all guests, visitors, vendors, and community partners.
• Greet visitors in a friendly and professional manner while maintaining office security procedures.
• Manage visitor check-in processes and provide building access as needed.
• Answer and direct incoming phone calls, taking accurate messages and ensuring inquiries are routed appropriately.
• Maintain a welcoming and professional reception area at all times.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Coordinate outgoing mail and shipments.
• Support general office communication by assisting staff, visitors, and stakeholders with administrative inquiries.

Executive & Administrative Support

• Provide administrative assistance to leadership team members, including directors and managers.
• Assist with scheduling, meeting preparation, and coordination of internal activities.
• Maintain organized records, files, and office documentation.
• Support HR and administrative initiatives, including employee paperwork, onboarding logistics, and record maintenance.
• Create, update, and maintain spreadsheets, reports, and administrative documents.
• Assist with time-sensitive projects and special assignments as requested by leadership.

Office Operations & Facilities Coordination

• Order, track, and maintain office supplies and equipment inventory.
• Monitor supply levels and coordinate replenishment to ensure uninterrupted office operations.
• Support office organization, workspace readiness, and common area upkeep.
• Coordinate inventory and supply management for community service programs and related initiatives.
• Serve as a resource for facility-related requests and vendor coordination.

Event Planning & Program Support

• Assist with planning and execution of organizational events throughout the year.
• Coordinate event logistics, including room setup, materials preparation, signage, and supply management.
• Support vendor communication and event scheduling activities.
• Manage registration and guest sign-in processes for events and community gatherings.
• Track and distribute program-related materials and incentives.
• Provide hands-on support during events, including setup and breakdown activities.
• Assist with occasional evening or overtime event support during peak seasons.

Team & Community Engagement

• Collaborate closely with staff across multiple departments to provide administrative and operational support.
• Build positive relationships with youth participants, community members, partners, coaches, and case managers.
• Contribute to a positive, inclusive, and mission-focused workplace culture.
• Demonstrate flexibility and willingness to support evolving organizational needs.

Qualifications

Required Qualifications

• 3+ years of administrative, executive assistant, office coordinator, or front desk experience.
• Strong customer service and interpersonal communication skills.
• Professional demeanor with the ability to interact effectively with individuals at all levels.
• Experience managing multiple priorities in a fast-paced office environment.
• Proficiency with Microsoft Office Suite including Outlook, Word, Excel, and Teams.
• Excellent organizational skills and attention to detail.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Experience supporting leadership teams and cross-functional departments.
• Ability to successfully pass required background screenings and employment clearances.
• Commitment to supporting a mission-driven organization serving youth and young adults.

Preferred Qualifications

• Previous experience working in a nonprofit, education, social services, or community-based organization.
• Experience supporting HR or People Operations functions.
• Familiarity with event coordination and community outreach activities.
• Experience working with youth, young adults, or underserved populations.
• Bachelor's degree or equivalent combination of education and relevant work experience.

Professional Skills

• Strong verbal and written communication abilities
• Excellent customer service mindset
• High level of professionalism and discretion
• Strong time management and prioritization skills
• Ability to work independently and collaboratively
• Resourceful problem solver with a proactive approach
• Adaptable and flexible in a dynamic environment
• Positive, team-oriented attitude

Work Environment

This is a highly collaborative and community-focused environment where teamwork and flexibility are essential.…