Administrative Associate

The Administrative Associate, reporting to the Associate Executive Director, will play a crucial role in ensuring the smooth operation of the office by providing comprehensive administrative support. This position involves managing front desk activities, coordinating meetings, logging communications, and assisting with general office tasks, all while maintaining a welcoming and professional environment for visitors and staff alike.

Essential Job Functions:

Front Desk Management

• Serve as the first point of contact for inquiries, providing information or directing them to the appropriate person.
• Greet and assist visitors, ensuring a positive and welcoming experience.
• Answer and log incoming calls into the office database with accurate details.
• Ensure follow-up on logged calls, forwarding information to appropriate staff.

Office Administration Support

• Handle incoming and outgoing mail and packages.
• Order and maintain inventory of office supplies, ensuring stock levels are sufficient.
• Assist with the organization and filing of office documents, both physical and electronic.
• Assist with scheduling and coordinating meetings for the Executive Director.
• Process parent stipends for the Coordinated Pandemic Relief Transition initiative.Ensure required paperwork is in hand, accuracy of information, and timely payments.
• Assist with the Caregiver to Caregiver Respite Network as needed.

Team Collaboration

• Work collaboratively with other team members to ensure smooth office operations.
• Participate in staff meetings, offering administrative insights and support.
• Participate in One Federation team meetings.
• Support the annual VOC conference
• Perform other tasks as assigned.

Required Qualifications:

Qualifications: 

• Experience in office environment desirable.
• Excellent computer skills, including word processing, database management and invoicing.
• Ability to prioritize and meet deadlines with supervision.
• Ability to work both independently and as part of a team in fast-paced environment.
• Detail oriented.Strong organizational skills.
• Preference is given to a parent or family member of a child with special needs.
• Bilingual candidates preferred.
• Bachelor’s Degree, preferred. Experience may be substituted for educational preparation.