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Organization Name:
A Place Called Home
Approximate Salary:
Not Specified
Location:
Los Angeles, California
Country:
United States
Industry:
Administrative/Clerical
Position type:
Full Time
Experience level:
2 - 5 years
Education level:
Bachelor's Degree
Street:
2830 S central ave
City:
Los Angeles
State:
California
ID
24880
376
Phone:
3232327653

Operations Administrative Assistant

APCH has an exciting opportunity for an energetic and capable individual as our Operations Administrative Assistant. This position is the right-hand of the Director of Operations (DOO), and provides high-quality, professional and confidential administrative assistance supporting the operations functions of a successful, growing and impactful 501(c)(3) nonprofit organization.The Operations Administrative Assistant holds primary responsibility for smooth office operations including all equipment, supplies, and scheduling. This role requires the ability to take direction and work independently. The Operations Administrative Assistant must take initiative, see projects through to completion and anticipate agency, department and Director’s needs.

Job Title: Operations Administrative Assistant

Department: Operations

Reports to: Director of Operations

ESSENTIAL DUTIES AND RESPONSIBILITIES:The Operations Administrative Assistant completes and assists with the following responsibilities under the direction of the Director of Operations:

  • Provide and facilitate connection between Operations and all other agency departments
  • Serve as a representative of the DOO at all times (includes modeling adherence to APCH philosophy, team support, and policies)
  • Create and maintain operations and administrative files
  • Schedule meetings and appointments and arrange logistics, securing privacy if necessary for DOO; set-up conference calls as requested; maintain DOO’s calendar
  • Provide support for special events
  • Screen, train, and supervise department interns and volunteers
  • Assist DOO with systems development, improvement and implementation, including drafting, revising and updating forms, agreements, etc.
  • Conduct research for projects including but not limited to meeting with contractors, gathering estimates, assessing vendors’ credibility and checking vendor licensing information
  • Oversee lease agreements, negotiate best rates, and ensure service is provided as per agreements for all office equipment and services
  • Compile routine correspondence and flyers to vendors, staff, partners (such as contract termination notices, general staff notices, etc.)
  • Prepare and maintain materials and generate or edit correspondence, communications, and other documents to support DOO in planning, convening, leading, attending and presenting at meetings and trainings including Board, EMT, Touchpoints and professional development sessions
  • Ensure all meeting and training needs are met including preparation of all supplies and materials and ordering and set up of food, as required
  • Process invoice requests and purchases on behalf of department and DOO
  • Create, track and maintain agency-wide documents and tools including agency calendar, weekend contact sheets, Google docs, sheets and forms as needed and requested
  • Maintain office services by organizing office operations and procedures, designing and maintaining filing systems
  • Provide professional and courteous support directing requests to the appropriate individuals or departments and following up to ensure requests are fulfilled
  • Operate and ensure proper maintenance of office equipment (i.e. copy machine, printers, fax, etc.)
  • Oversee copier leases, maintenance, functionality and supplies; ensure toner and paper are stocked at all times; replace as necessary
  • Maintain inventory of office supplies and prepare monthly orders; ensure all safety and first aid materials are stocked and on-hand
  • Maintain staff kitchen supplies and organization
  • Maintain schedule of all rooms at The Bridge; ensure no conflicts in use of space
  • Ensure incoming mail is received and distributed to appropriate individuals according to APCH protocols
  • Prepare outgoing correspondence with postage and schedule drop offs
  • Distribute AP checks to appropriate vendors• As requested by the DOO, provide support to all Operations departments
  • Liaise with communications contractor as needed to ensure functioning phone and voicemail system; serve as in-house expert on phone system & provide training and support to staff for phone system as needed
  • With assistance from operations department leads (HR, Accounting, Facilities, Security), create, compile and maintain Operations Policies and Procedures Manual
  • Maintain cleanliness and organization of administrative offices and storage areas
  • Regular attendance and accountability as well as punctuality with regard to work meetings and commitments
  • Perform other tasks as assigned
  • Adhere to the highest ethical and professional standards and values at all times

Qualifications

To perform this important job successfully, the Operations Administrative Assistant must be able to fulfill all of the elements of the Job Description to the highest standard, and be able to work well with colleagues in a high energy, collaborative environment with open communications. The ideal candidate will embrace the APCH culture of a learning organization and strive to constantly improve upon systems and services for the benefit of employees and our constituents; and will be demonstrably committed to his/her own ongoing personal and professional development. All employees are expected to contribute to ongoing growth and improvement in their departments via excellent job performance. Additionally, you are expected to speak up if you become aware of deficiencies and needs; and to offer solutions and make suggestions for improvements in your purview areas. Likewise, because each employee and each department is integral to the entire APCH community, we expect that as you focus on your area, you will also consider the big picture and the overall mission of the agency, and communicate with the appropriate individuals if/when you become aware of problems and/or have suggestions for ways and opportunities to make APCH stronger and better. Together, we can continue to take APCH to even higher levels of excellence and service to the community.
The ideal candidate will have a strong work ethic, be employee-oriented, dedicated to excellence, and able to hit the ground running.  The ideal candidate must possess multi-cultural competence and excellent customer relations skills. 

Technical and Performance Skills:

  • Excellent Oral and Written Communication Skills
  • Bilingual English & Spanish
  •  Flexibility & Adaptability
  • Customer Service
  • Professionalism
  • Time Management
  • Detail-Oriented
  • Takes Initiative
  • Mission-Driven
  • Dedicated to excellence
  • Ability to Multi-task
  • Advanced Computer Skills (Microsoft Office)Organizational Skills
  • Commitment & loyalty to agency

Education/Training/ExperienceBachelor’s degree required; minimum of 3 years experience in administrative capacity is required; 2 years supporting a mid-level to senior executive preferred

 

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