Administrative Assistant - Gift of Life Foundation : Job Details

Benefits:

Competitive salary

Dental insurance

Health insurance

Paid time off

Vision insurance

Wellness resources

The Administrative Assistant serves as the central point of coordination for daily office operations, providing high-level administrative and organizational support. This role ensures smooth functioning of the office by managing communications, maintaining records and supplies, greeting and assisting guests, and supporting leadership with scheduling and correspondence. The ideal candidate is detail-oriented, proactive, and able to balance multiple responsibilities while maintaining professionalism and confidentiality.

Key Responsibilities

Office Operations

Greet guests, clients, and staff professionally and courteously.

Answer, screen, and route phone calls, emails, and other communications.

Manage incoming and outgoing correspondence, including mail, packages, and documents.

Maintain office supply inventory and order as needed.

Ensure the office environment is organized, welcoming, and functional.

Administrative Support

Draft, edit, and proofread letters, reports, presentations, and other documents.

Perform accurate data entry and maintain databases, records, and logs.

Prepare reports, spreadsheets, and meeting materials.

Maintain filing systems (digital and physical).

Coordinate scheduling and maintain executive and team calendars.

Schedule meetings, prepare agendas, record minutes, and support logistics (catering, technology setup).

Communication & Coordination

Liaise with staff, vendors, and external partners.

Support new staff onboarding with workspace preparation and paperwork.

Coordinate travel arrangements and itineraries for staff and leadership.

Technology & Process Support

Operate and troubleshoot office equipment (printers, copiers, conferencing tools).

Provide support for virtual meetings (Teams, Zoom, etc.).

Recommend and implement improvements for administrative processes.

Other Duties

Assist with planning and coordinating special projects and events.

Provide backup support for other administrative staff as needed.

Qualifications

High school diploma or equivalent required; Associate's or Bachelor's degree preferred.

3+ years of administrative, office management, or secretarial experience.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and virtual meeting platforms.

Strong organizational and multitasking skills in a fast-paced environment.

Excellent written and verbal communication skills.

Professional demeanor, discretion, and commitment to confidentiality.

Ability to work independently and collaboratively with diverse teams.