Administrative Assistant

Job Description: Administrative Assistant

Position: Administrative Assistant
Organization: Charisma’s Heart
Location: Los Angeles, California
Reports To: CEO
Salary: [Salary Range]
Employment Type: Full-time/Part-time

About Us

Charisma’s Heart is a nonprofit organization dedicated to providing safe, temporary housing and comprehensive support services for low-income women and children. Our mission is to empower families to transition into stable and secure lives. We are seeking a detail-oriented and proactive Administrative Assistant to support our team in delivering our services effectively and efficiently.

Position Overview

The Administrative Assistant will provide essential administrative and clerical support to ensure the smooth operation of the organization. This role involves managing office tasks, assisting with communications, coordinating meetings and events, and providing general support to staff and program participants. The ideal candidate will be organized, reliable, and capable of handling multiple tasks in a fast-paced environment.

Key Responsibilities

• General Administrative Support: Perform general office duties, including answering phones, responding to emails, managing correspondence, and greeting visitors. Ensure that the office environment is welcoming and well-organized.
• Document Management: Prepare, organize, and maintain physical and digital files, including confidential records related to clients, staff, and organizational operations. Ensure that all documents are filed accurately and securely.
• Meeting Coordination: Schedule and coordinate meetings, including reserving meeting spaces, preparing agendas, distributing materials, and taking meeting minutes. Assist with follow-up on action items from meetings.
• Communications Support: Assist with drafting and editing correspondence, newsletters, reports, and other communications. Ensure that internal and external communications are clear, professional, and timely.
• Event Coordination: Assist with the planning and execution of organizational events, including fundraisers, community outreach programs, and workshops. Coordinate logistics, such as venue arrangements, catering, and materials preparation.
• Data Entry and Reporting: Enter and update data in organizational databases and systems. Generate reports as needed for program evaluation, fundraising, and compliance purposes.
• Inventory and Supplies Management: Monitor and maintain office supplies, including ordering materials and managing inventory. Ensure that the office is stocked with necessary supplies and equipment.
• Support to Staff and Program Participants: Provide administrative support to staff members, including assisting with travel arrangements, expense reports, and project coordination. Offer assistance to program participants as needed, such as helping with forms and providing information about services.
• Financial Support: Assist with basic bookkeeping tasks, such as processing invoices, managing petty cash, and reconciling accounts. Coordinate with the finance department to ensure accurate financial record-keeping.
• Compliance and Confidentiality: Ensure that all administrative processes comply with organizational policies and relevant regulations. Maintain confidentiality of sensitive information at all times.
• Special Projects: Participate in special projects as assigned by the Executive Director or Office Manager. This may include research, program support, and other tasks that contribute to the organization’s mission.

Qualifications

• Education: High school diploma or equivalent required; an associate or bachelor’s degree in Business Administration, Office Management, or a related field is preferred.
• Experience: Minimum of 2 years of experience in an administrative or clerical role, preferably in a nonprofit or social services environment.

Skills

• Strong organizational skills with attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Strong interpersonal skills and a customer service-oriented approach.
• Basic bookkeeping or financial management skills are a plus.
• Personal Attributes: Professional, reliable, and committed to the mission of the organization. Ability to work independently and as part of a team. Compassionate and respectful in interactions with diverse populations.

Benefits

• [List of benefits, such as health insurance, retirement plans, paid time off, etc.]

How to Apply

Interested candidates should submit a resume, cover letter, and references to info@charismasheart.org. Please include “Administrative Assistant Application – [Your Name]” in the subject line.