Administrative Assistant
Categories Secretarial/Support Staff
Expires May 31, 2026
Description
The Administrative Assistant supports the daily operations and welcoming environment of the Literacy Alliance by serving as the primary point of contact for students, volunteers, and visitors. This position fills a critical “front desk” role, ensuring that every person who enters the building or calls the office receives a warm, professional, and helpful response. The Administrative Assistant manages the lobby environment, provides essential clerical support to the instructional and leadership teams, and assists with the logistical needs of a busy adult education center. By handling office management and hospitality tasks, this role allows the program team to focus on enrollment, advising, and academic success.
Essential duties and responsibilities
Reception & Hospitality: Maintain a consistent staff presence in the lobby during business hours; greet all visitors and ensure a welcoming, encouraging, and positive environment. Communication Management: Answer primary phone lines to provide information, answer student or volunteer questions, or direct calls to the appropriate team member; manage and return messages promptly. Information Hub: Update phone system outgoing messages with schedule updates, office closures, and holiday instructions. Student Support: Assist new students with initial sign-in procedures and explain basic participation policies; help students access lobby computers for registration or online learning systems. Office Organization & Cleanliness: Ensure the lobby, front desk, and shared common areas are consistently clean, organized, and professional in appearance; perform light tidying of student areas and breakrooms to maintain a high standard of "curb appeal" for visitors and donors. Supply & Environment Oversight: Manage the purchasing and orderly storage of general office supplies; oversee vendor contracts (e.g., water delivery, coffee service, janitorial supplies) and ensure storage closets remain organized and inventoried. Partner & Agreement Management: Maintain an organized digital and physical repository of Memoranda of Understanding (MOUs) and partner contracts; track renewal dates and update partner contact information to ensure seamless collaboration with outside organizations. Technology Support: Proactively ensure the proper functioning of office printers and classroom audio-visual equipment; assist teachers and tutors with basic troubleshooting. Automation & Workflow: Manage and monitor Zapier connections to ensure seamless data flow between registration forms, CRM, and communication tools; troubleshoot "Zap" errors as they arise. Facilities Management: Coordinate room reservations via the building portal; act as the primary point of contact for building maintenance requests to ensure the physical environment remains safe and functional. Logistics & Travel Coordination: Maintain inventory and distribution of student bus/parking passes; manage the check-in/check-out system for office computer equipment. Assist staff with travel arrangements for conferences, out-of-town meetings, and professional development, including booking registrations, transportation, and lodging. Document Support: Assist in the maintenance and organization of electronic and physical student files; perform data entry for contact information, attendance, or other student records. Communications Support: Manage the text reminder system for classes and events; assist in drafting or sending mass communications to the student body and volunteer pool. Safety & Security: Serve as part of the “floor captain” team for the building, remaining knowledgeable about emergency procedures and executing them if required. Instructional Aid: Support instructors and volunteers by preparing curriculum packets, organizing learning materials, and updating the daily class schedule in the lobby. Non-Profit Support: Assist with basic administrative tasks for fundraising or volunteer appreciation events, such as tracking RSVPs or preparing name tags and materials. Other Duties: Execution of other duties as assigned and applicable to the scope and mission of the organization.
Qualifications
Professionalism: A positive, welcoming, and professional demeanor that creates an encouraging environment for adult learners from diverse backgrounds. Technical Proficiency: Technologically independent and capable of troubleshooting basic issues with phones, computers, copiers, and common software. Software Familiarity: Proficiency in Google Workspace (Docs, Sheets, Drive), and familiarity with Google Voice or similar VOIP systems. Experience with automation tools (e.g., Zapier) is highly desirable. Clerical Skills: Strong writing and proofreading skills to draft clear communications; high accuracy rate in data entry and filing. Organizational Mastery: Exceptional attention to detail, a natural inclination toward maintaining orderly physical spaces, and the ability to multitask in a busy "front-facing" environment. Communication: Ability to explain complex procedures to students with varying levels of English proficiency or literacy in a patient and constructive manner. Cultural Competence: Awareness of or experience with the local nonprofit, education, and social services landscape; sensitivity to the barriers faced by adult learners.
Education and Experience
Minimum Associate's Degree preferred.
Salary/Salary Range
$21/Hour
How to Apply
Apply at this link https://literacyallnefl.org/jobs/administrative-assistant/