What are the responsibilities and job description for the Administrative Assistant position at West Chester Community Center (PA)?
Company Description The historic West Chester Community Center is dedicated to providing civic, arts, recreation, and education (CARE) programs and services to underserved individuals and families in the West Chester area. The Center serves as a welcoming hub where community members can access enrichment opportunities, support services, and engaging activities. Staff members work closely with local partners and residents to expand access to resources and programs that promote personal growth and community connection. Team members who join the Center contribute directly to improving quality of life and creating inclusive spaces for all.
Administrative Assistant / Reception & Rentals
Overview
The Administrative Assistant serves as the front-facing administrative role and is responsible for managing communication, coordinating all rentals, and supporting revenue-generating activities including events and programming. This role is critical to increasing revenue by ensuring timely responses, professional communication, and strong conversion of inquiries into confirmed bookings. Reports to Operations Manager.
Core Responsibilities:
A. Rental Inquiry Management (PRIMARY RESPONSIBILITY)
- Manage all rental inquiries (phone and email)
- Respond promptly (same day whenever possible)
- Provide pricing, availability, and rental options
- Execute rental agreements
- Track inquiries and follow-ups to ensure conversion
- Schedule walkthroughs
- Maintain primary rental calendar
B. Front Desk & Communication
- Answer phones and respond to all general inquiries
- Monitor building entry and greet visitors
- Manage and respond to general email inbox
- Serve as first point of contact for community members and partners
C. Rental Coordination & Execution
- Coordinate all rental logistics in advance
- Ensure all required documents and payments are received
- Ensure all vendor and caterer requirements are met, including:
- One day event insurance (when needed)
- Certificate of insurance (COI)
- Liquor liability coverage
- Certified bartenders
D. Communicate finalized event details internally to:
- Operations Manager
- Facilities Coordinator
- Childcare/program staff
E. Birthday Parties & Program Coordination
- Serve as primary contact for birthday parties, family events, and Parent Night Out
- Provide clear information on packages, pricing, and event structure
- Schedule events and ensure deposits and agreements are completed
- Coordinate staffing and logistics with operations and childcare teams
- Track bookings as a revenue stream
F. Donor & Development Support
- Maintain donor and partner contact records
- Assist with tracking donations, pledges, and acknowledgments
- Prepare and send thank-you letters and donor communications
- Support logistics for fundraising events and outreach
- Maintain organized files for grants, proposals, and reports
- Provide administrative support for development effort
G. Administrative Support
- Provide administrative support to the Operations Manager
- Assist with scheduling, document preparation, and filing
- Maintain organized office systems and supplies
H. Reporting & Accountability
- Submit weekly report including:
- Rental inquiries
- Bookings
- Revenue activity
- Outstanding follow-ups
2 Maintain tracking systems for rentals and events
3. Attend leadership meetings as requested
I. Other duties may be assigned by mutual agreement.
Requirements
- Proven office experience with strong organizational skills and attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.
- Excellent communication skills in English; bilingual ability is a plus for diverse customer interactions.
- Demonstrated ability to manage multiple tasks efficiently with effective time management skills.
- Strong computer literacy including data entry, filing, proofreading, and general clerical tasks.
- Join us if you're ready to bring energy and professionalism to a role that keeps our office running smoothly! We value proactive individuals who excel at multitasking and thrive in a fast-paced environment. This is a paid opportunity designed for motivated candidates eager to grow their administrative expertise while making a meaningful impact every day!