Administrative Assistant

Administrative Assistant

The Administrative Assistant is a key member of the Community Housing Network's Operations team, providing administrative and front-office support to the entire company. This role requires strong organizational skills, attention to detail, and the ability to effectively manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, adaptable, and committed to supporting efficient daily operations.

Essential Functions:

• Open and secure the visitor area, ensuring the space is clean, organized, and ready for daily operation.
• Greet and direct visitors in a professional, courteous, and welcoming manner.
• Respond to incoming telephone calls professionally and direct callers to the appropriate staff member.
• Oversee daily front office mail operations, including receiving, sorting, and distributing incoming and outgoing mail.
• Monitor and update the postage machine to ensure sufficient postage is available for daily use.
• Log all incoming checks on a daily basis, maintaining accuracy.
• Manage and process all incoming invoices for all departments on daily basis.
• Manage conference room calendars, ensuring schedules are accurate, conflict-free, and rooms are reserved as needed.
• Coordinate with vendor for service and or toner issues on all in-house printers and copiers.
• Assists with ordering, stocking and distribution of office supplies.
• Maintain common office areas to ensure they are clean, organized, and well-stocked throughout the day.
• Support all walk-in visitors by addressing needs promptly and directing requests appropriately.
• Prepare, print, and distribute monthly birthday and anniversary cards for staff, ensuring timely recognition of employees.
• Maintain and update the office seating chart to ensure accuracy and alignment with staffing changes.
• Manage the intake, tracking, and organization of office keys, ensuring proper documentation and security.
• Assemble and coordinate welcome kits for new hires.
• Create and update monthly internal TV slides, highlighting employee birthdays, anniversaries, and key organizational communications.
• Small projects as assigned.

Qualifications and Skills:

• High school diploma or equivalent preferred, or equivalent combination of education and experience.
• Maintain dependable attendance.
• Demonstrate strong independent judgment and the ability to effectively prioritize and manage multiple responsibilities.
• Daily work requires continual attention to detail in composing, typing and proofing materials.
• Must have high level of interpersonal skills to handle sensitive and confidential situations.
• Analytical ability is required in order to gather and summarize data for reports and find solutions to various administrative problems.
• Experience with daily use of various forms of technology, both with hardware such as computers, laptops, tablets, and smartphones; and with Microsoft applications to create documents, spreadsheets, and presentations.
• Foster a strong team environment by taking initiative and supporting additional tasks as needed across the organization.
• Reliable transportation, possession of a valid driver's license, and maintenance of automobile insurance coverage that meets organization coverage requirements (Bodily Injury $100,000 each person and $300,000 each occurrence and Property Damage of $100,000 each occurrence.)

Agency Expectations:

• Commitment to confidentiality, integrity, and adherence to organizational values.
• Adhere to agency policies and procedures.
• Demonstrate exceptional communication and organizational skills.
• Maintain a positive and respectful attitude.
• Demonstrate flexible and efficient time management and ability to prioritize workload.
• Consistently report to work on time and prepared to perform duties of position.
• Have a strong work ethic that equally prioritizes the needs of participants and the needs of the organization.
• Proactively and effectively communicate the knowledge gained from education/trainings/conferences to others in the organization through the use of presentations, emails, and conversations.
• Execute all duties within the framework of Housing First and trauma-informed care principles.
• Prioritize cultural understanding,…