Administrative Assistant - San Jose
Administrative Assistant - San Jose
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Job Description
Job Details
Description
Position Summary
The Administrative Assistant is responsible for providing a wide range of administrative and clerical support to ensure the efficient operation of the San Jose office. This role plays a key part in supporting internal staff managing office logistics and assisting the Executive Support Manager with organization-wide administrative functions. The ideal candidate is highly organized detail-oriented customer-service focused and able to manage multiple priorities in a fast-paced nonprofit environment.
Key Responsibilities
- Serve as the first point of contact for the San Jose office greeting visitors answering phones and responding to general inquiries while maintaining a tidy and welcoming front office environment.
- Maintain and order office supplies equipment and inventory through the Facilities & Safety Manager including reporting malfunctions and coordinating necessary repairs.
- Assist with scheduling meetings conference rooms and company-wide virtual meetings or trainings.
- Support the coordination of on-site events meetings and staff activities.
- Process incoming and outgoing mail packages and deliveries.
- Run local errands as needed to support office operations.
- Maintain filing systems both electronic and physical ensuring accuracy and confidentiality.
- Provide administrative support to program teams as directed including document preparation data entry and internal communications.
- Assist with onboarding logistics for new hires at the site including desk setup badge distribution and welcome materials.
- Support the Executive Support Manager with special projects reports or organization-wide initiatives.
- Ensure compliance with safety and confidentiality policies in office operations.
- Perform other related duties as assigned.
Qualifications
Qualifications
- High school diploma or equivalent required.
- Minimum of 2 years of experience in an administrative or office support role.
- Proficient in Microsoft Office Suite (Outlook Word Excel PowerPoint); experience with SharePoint or Teams a plus.
- Excellent verbal and written communication skills.
- Strong organizational skills with attention to detail and the ability to manage multiple priorities.
- Professional demeanor and ability to interact effectively with staff clients and external partners.
- Commitment to the mission and values of Options For All and sensitivity to the needs of individuals with intellectual and developmental disabilities.
Work Environment
This position is based on-site at the San Jose office and is NOT hybrid or remote.
Occasional travel between local offices or event locations may be required.
Must be able to lift up to 25 pounds occasionally.
Employment Type
Full-Time
