Administrative Assistant

MAIN RESPONSIBILITIES

• Serve as the primary point of contact for facility, office, and operational matters.
• Coordinate facility usage requests from internal stakeholders and external partners.
• Manage purchasing, invoices, reimbursements, receipts, and expense reporting.
• Support website updates, social media activity, and internal/external communications.
• Coordinate events, workshops, and programs, including registrations, supplies, catering, setup, and cleanup.
• Maintain records, generate reports, and distribute communications through organizational systems.
• Facilitate participant and community engagement initiatives while maintaining accurate records and rosters.
• Prepare meeting agendas, document meeting notes, track action items, and support project execution.
• Serve as a liaison for community engagement programs and support organizational initiatives.
• Maintain volunteer and engagement opportunity listings and support onboarding efforts.
• Help oversee visitor and guest experience programs, including follow-up activities.
• Respond to general inquiries and provide a welcoming experience for visitors, members, and stakeholders.

MUST HAVE

• 2–3 years of Administrative Assistant, Executive Assistant, Office Coordinator, or similar experience
• Calendar management experience
• Experience working directly with vendors and service providers
• Hands-on invoice processing and expense reporting experience
• Experience coordinating meetings and tracking follow-up action items
• Strong organizational and administrative skills
• Ability to manage multiple priorities and deadlines simultaneously
• Strong written and verbal communication skills
• Ability to work effectively in a fast-paced, team-oriented environment
• Comfortable working an onsite Sunday–Thursday schedule

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