Job Details

The Office Assistant is a key player in supporting the organization and running of the daily operations. They will undertake a variety of office support tasks, demonstrating a high degree of attention to detail and discretion, and incorporating new and effective ways to achieve better results.

Primary responsibilities:

• Telephone and visitor greeting: Answer phones and direct calls appropriately, take and deliver messages promptly, answer inquiries about program services and activities, and greet visitors warmly.
• Filing: The Office Assistant is responsible for maintaining general office files and assisting program personnel with scanning and filing. They play a crucial role in ensuring that all propriety documents are shredded promptly in compliance with our office's strict confidentiality policy.
• Perform Basic Bookkeeping Duties: Process payment authorizations, deposit transmittals, and maintain records. 
• Office Mail: Sort and log all incoming mail and distribute it to appropriate personnel; log and Handle outgoing mail.
• Transcriptions: Record and transcribe meetings and notes. 
• Office Appearance: As the guardian of our professional image, you will manage the office appearance by keeping the kitchen and main office furniture clean. You will also update and maintain all office policies required to be displayed on office walls, ensuring our office always reflects our professional standards.
• Hospitality: Your role as an Office Assistant will extend to creating a warm and welcoming environment. You will prepare coffee for office staff, make coffee for management staff, and offer refreshments to office visitors, ensuring everyone feels at home in our office.
• Office Equipment: Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Scheduling: Handle travel arrangements and expense reports for program staff. Schedule meetings and conference rooms.
• Data Entry: Responsible for maintaining data entry files as assigned by inputting all required information accurately and in a timely fashion.
• Inventory: As the custodian of our resources, you will maintain supply inventory by preparing inventory replenishment lists and handling all re-stocking of supplies, ensuring our operations run smoothly.
• Program and Office Activities: Assist and fully participate in all program and office activities unless authorized by the Executive Director.
• Other duties as assigned. 

Skills and Qualifications:

• At least a high school diploma or equivalent, and at least 2 years experience working in an office. 
• Have strong communication and problem-solving skills
• Be organized, detailed-oriented, and knowledgeable
• Fluent user of Microsoft Office programs: Word, Excel, PowerPoint, and Outlook
• Works well independently and in a team
• Driver`s license and vehicle (preferred, but not necessary)