Administrative Assistant I/II-- Programs

Menlo Park, California

Posted in Not for Profit and Charities

This job has expired.

Job Info

About Us: LifeMoves is one of the largest and most effective providers of shelter and supportive services across Silicon Valley and the San Francisco Peninsula. As a results-driven organization, since 1987, our mission has been to provide interim housing and supportive services that create opportunities for homeless families and individuals to rapidly return to stable housing and long-term self-sufficiency. Our successful therapeutic service model combines clean, modern housing with intensive supportive services that promote dignity and motivate our clients to achieve autonomy. LifeMoves operates over 15 major sites from San Jose to Daly City.

Culture: LifeMoves staff are dedicated to serving our community. Diverse in background, outlook and life experience, our team addresses important social issues with passion and creativity. A culture of collaboration and innovation provides a thriving and successful environment for all. We foster personal growth through ongoing investment in the professional development of our staff. Together, we are committed to breaking the cycle of homelessness and helping our clients achieve long-term self-sufficiency.

Position Summary: TheLifeMoves Programs Team is seeking a detailed, dedicated, and enthusiastic Administrative Assistant to serve as the first point of contact for the department's administrative needs. They will be responsible for a wide range of administrative activities which will include maintaining office calendars, scheduling interviews and meetings, preparing correspondence, running monthly & ad hoc reports, administering training & department systems, inventorying/ordering supplies, assisting with audits & Kick Off meetings, etc.

Examples of Responsibilities:

  1. Maintain and update Programs leadership calendars, voicemails, emails, invoices, etc.
  2. Schedule interviews and meetings as needed.
  3. Administer and update department systems and trainings.
  4. Provide support for Notion, Hubspot, Zoom and other platforms.
  5. Take and distribute meeting notes; follow-up on next steps.
  6. Provide administrative support such as copying, faxing, assembly as needed for the Programs team.
  7. Prepare regular monthly & weekly reports, and run ad hoc reports as needed.
  8. Process all correspondence and distribute mail.
  9. Prepare outgoing correspondence as directed.
  10. Provide administrative support to other site staff when they visit or contact Programs.
  11. Assists in the ordering, receiving, stocking and distribution of Programs supplies.
  12. Provide Admin support for Kick Off meetings, audits, etc.
  13. Other duties as assigned.

Position Qualifications

  • Three to five years of experience in related field required with supervisory experience a plus.
  • Excellent verbal and written communication skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Strong analytical and problem-solving skills.
  • Strong supervisory and leadership skills.
  • Proficient with Microsoft Office Suite or related software.
  • Understanding of the issues faced by homeless individuals and other marginalized populations in crisis
  • Availability to work occasional evenings and weekends.
  • An understanding of ideas and practices that promote diversity, equity and inclusion; and a commitment to ongoing professional development in this area.
We have a comprehensive benefits package, which includes Medical, Dental, Vision, Flex Spending Account, Dependent Care Reimbursement Account, Long-Term Disability, Life Insurance, 401K, etc.

To learn more about our non-profit organization, check out our website at

LifeMoves is an Equal Opportunity Employer (EOE)

This job has expired.

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