Administrative Assistant

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Description

Job Title: Administrative Assistant I

Department: Administration (People Operations)

Reports to: Human Resources Manager

Exemption: Non-Exempt

Location: Covington, Louisiana (on-site)

Are you the go-to person who keeps leaders organized, priorities on track, and everything running smoothly?

LOPA is looking for a proactive, organized, and resourceful administrative professional to provide support to our executives and their leadership teams. We're looking for someone who can anticipate needs, juggle competing priorities, coordinate meetings and schedules, and take ownership of the details that help our leaders and teams succeed.

Whether your background is in executive assistance, departmental administration, office coordination, or a similar support role, we want to hear from you!

The ideal candidate is a strong communicator, comfortable working with multiple leaders, skilled at problem-solving, and confident using technology to stay organized. Experience with Google Workspace is a plus!

At LOPA, you'll be part of a mission-driven organization where your contributions help support the lifesaving work of organ and tissue donation.

Position Summary

The Administrative Assistant I provides front desk coverage and foundational administrative support for the organization. This role ensures smooth reception operations, supports assigned executive(s) and teams with basic administrative tasks, and assists with meetings, documentation, and hospitality. This position serves as the first point of contact for visitors and callers and contributes to team-wide efforts and events as needed.

Essential Functions

• Greets and registers visitors and guests professionally.
• Answers and routes incoming calls using a multi-line phone system.
• Receives, logs, and distributes incoming/outgoing mail and packages.
• Scans and forwards documents to regional offices as needed.
• Maintains a clean, organized, and welcoming front lobby environment.
• Assists with hospitality for meetings and internal events.
• Supports badge requests and LA Donor Registry updates.
• Collaborates with the team to ensure complete reception coverage.
• Assists assigned executive(s) and team with scheduling, meeting coordination, and basic documentation.
• Attends internal meetings as requested to assist with agendas, sign-in sheets, and minutes.
• Supports departmental tasks such as tracking forms or submitting requests.

Job Role Expectations

• Supports a professional and positive first impression of LOPA in all interactions.
• Participates in team-wide administrative projects and events as needed.
• Provides coverage and cross-support in collaboration with team members.
• Participates in at least one donor family or community event per year.
• Performs other duties and special projects as assigned (excluding Advisory Board responsibilities).

Organizational Expectations

• Embodies LOPA's core values: Selfless, Authentic, Passionate.
• Uses respectful, inclusive, and constructive communication.
• Completes required training and SOP reviews on time.
• Holds self and others accountable to team standards.
• Positively contributes to team culture and efforts.

Role Progression

Eligible for progression to Administrative Assistant II based on performance, skills, and organizational need.

Work Environment & Physical Demands

• Primarily sedentary, with frequent use of computer, phone, and hands.
• Occasional lifting/movement of items up to 50 pounds.
• Possible exposure to packaged organs or tissues in hospital/office settings.
• Occasional in-state travel.

Work Hours

• Full-time, hourly position.
• Shared reception coverage required: Monday-Thursday 8:15am-4:45pm, Friday 8:15am-2:15pm.
• Core hours: 8:30am-4:30pm, with supervisor-approved flexibility.
• Occasional early mornings, evenings, or weekends for meetings/events.

Requirements

Education and Experience

• High school diploma and minimum 3 years of administrative experience required.
• Associate or Bachelor's degree in a related field preferred.
• Experience working in team-based or customer-facing roles.

Knowledge, Skills & Abilities

• Strong organizational and interpersonal skills.
• Intermediate proficiency with Google Suite and Microsoft Office.
• Effective verbal and written communication.
• Ability to work independently and problem-solve routine issues.
• Willingness to learn new tools and systems.
• Maintains confidentiality and professionalism.