Administrative Assistant

Position Overview

Key Responsibilities

• Provide exceptional customer service by assisting visitors, answering phones, and responding to email inquiries.
• Direct questions and requests to the appropriate staff members and ensure timely follow-up.
• Manage facility rental operations, including scheduling tours, processing applications, maintaining reservation calendars, collecting fees, and coordinating vendor requirements.
• Process payments related to facility rentals, program registrations, and other services.
• Maintain accurate records, reports, and filing systems.
• Prepare outgoing mail and distribute incoming correspondence.
• Monitor registration programs and maintain related documentation.
• Assist with inventory tracking and office supply management.
• Support special events, community programs, and recreational activities.
• Manage and update marketing communications, including social media, website content, signage, and promotional materials.
• Create and distribute community announcements and communications.
• Attend meetings as needed and provide administrative support to staff and leadership.
• Coordinate programs and activities for community members, including seniors and other participant groups.
• Maintain activity schedules, participant records, and program documentation.
• Assist with additional administrative duties and special projects as assigned.

Qualifications

• Previous administrative, office management, customer service, or program coordination experience preferred.
• Strong computer skills, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Ability to prioritize tasks and work independently.
• Experience with scheduling, event coordination, facility rentals, or community programs is a plus.
• Strong attention to detail and accuracy.
• Ability to work effectively with customers, vendors, community members, and internal staff.