Administrative Assistant

Job Summary

The Administrative Assistant will provide administrative and office support to the Executive Director, Director of Business Affairs, and other staff and will perform general office duties as assigned. This position will also provide light accounts payable support, including data entry and recordkeeping, processing invoices, maintaining supporting documentation, and assisting with routine financial paperwork. Accuracy, attention to detail, and consistent follow-through are essential to maintaining complete records and supporting timely payments.

Working with a small team that manages a wide variety of projects and programs, the Administrative Assistant will help coordinate daily office activities, such as answering phones, managing deliveries, assisting with meeting scheduling and logistics, purchasing and office supplies, document preparation, and electronic and paper filing. Applicants should be comfortable responding to changing priorities, handling several assignments at once, and completing both recurring tasks and occasional special assignments.

Duties

• Provide administrative support to the Executive Director, Director of Business Affairs, and other CBBEP staff.
• Perform general office duties, including filing, copying, scanning, mail, correspondence, and maintaining office records.
• Assist with scheduling meetings, preparing materials, and coordinating office activities.
• Answer and direct telephone calls and respond to routine inquiries in a professional manner.
• Maintain organized electronic and paper files.
• Assist with purchasing and office supply orders.
• Receive, review, and process invoices for payment in accordance with established procedures.
• Match invoices with appropriate supporting documentation and obtain necessary approvals.
• Enter or prepare accounts payable information for processing and maintain accurate accounts payable records.
• Assist with vendor communications and resolve routine invoice or payment questions.
• Assist with credit card documentation, receipts, and other routine financial paperwork.
• Maintain confidentiality of financial, personnel, and organizational information.
• Perform other administrative duties as assigned.Requirements
• Proven experience in office administration or clerical roles with strong organizational skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with productivity software and spreadsheets
• Excellent computer literacy with the ability to perform data entry accurately and efficiently
• Experience using QuickBooks or similar accounting software is a plus
• Bilingual abilities are highly desirable to effectively communicate with diverse clients and team members
• Strong phone communication skills, including multi-line phone system operation and phone etiquette mastery
• Demonstrated ability to manage time effectively while handling multiple priorities in a fast-paced environment
• Previous experience in customer service or front desk roles is preferred
• Technical proficiency in office management tools along with excellent proofreading and typing skills

Education/Experience:

• High school diploma.
• Minimum of 2 years of experience performing similar administrative work.
• Maintain a positive attitude and good working relationship with other program staff.

Pay: From $3,110.00 per month

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Clerical: 2 years (Required)

Work Location: In person

Salary : $3,110