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About the Role

The Administrative Assistant ensures the smooth and efficient operation of the office by providing comprehensive administrative support. This role manages calendars, coordinates meetings, and handles travel arrangements to optimize time management. Responsibilities include maintaining accurate records and managing multi-line phone systems to facilitate clear communication. The Administrative Assistant acts as a key point of contact, supporting clerical tasks that contribute to office productivity and enabling staff to focus on core responsibilities.

Responsibilities

Manage and maintain executive and team calendars, scheduling appointments and coordinating meetings to avoid conflicts.
Arrange domestic and international travel plans, including booking flights, accommodations, and transportation.
Operate multi-line phone systems to direct calls, take messages, and provide information as needed.
Perform general clerical duties such as filing, data entry, and records management to ensure organized and accessible documentation.
Coordinate meeting logistics, including preparing agendas, reserving conference rooms, and distributing materials.

Requirements

Associate’s degree required; Bachelor's degree preferred.
Proven experience in general administrative or clerical roles, preferably in a professional office setting.
Proficiency in calendar management and scheduling software.
Proficiency with Microsoft Excel.
Strong organizational skills with the ability to manage multiple tasks simultaneously.
Excellent verbal and written communication skills.
Experience with travel booking platforms and corporate travel policies.
Familiarity with records management systems and office productivity software such as Microsoft Office Suite or Google Workspace.
Previous experience handling multi-line phone systems in a busy office environment.
Ability to work independently and proactively anticipate administrative needs.
Customer service experience or background in supporting executive-level staff.
Bilingual in Spanish preferred.

Skills

General administrative and clerical skills
Calendar management
Scheduling
Multi-line phone systems operation
Travel arrangement
Communication
Coordination
Records management software
Office productivity software

Education Level

Associate’s degree required
Bachelor's degree preferred

About the Company

Children’s Rescue Fund is an Equal Opportunity Employer.

Equal Opportunity

We celebrate diversity and are committed to creating an inclusive environment for all employees.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status.