Join the VietRISE team! The Administrative Assistant plays a vital support role in ensuring the smooth day-to-day operation of VietRISE. Responsibilities include maintaining office functionality, organizing records, and assisting in the administrative aspects of planning and implementation of our programs, campaigns, actions, and events.

Responsibilities

• Oversee the office reception area and virtual front desk, including: welcoming and tracking visitors; enforcing office policies and procedures; receiving, sorting, and distributing mail; logging and responding to and/or forwarding all telephone, Facebook, and email inquiries in an appropriate and timely manner
• Ensure the office is organized, clean, and operating in a manner consistent with our policies and procedures
• Coordinate regular office cleaning and periodic HVAC maintenance
• Maintain and take frequent stock of supplies inventory, including placing orders, and fulfilling purchase requests
• Manage and keep logs of all shared office equipment and keys, coordinate service and repairs, conduct status checks to ensure they are properly working, and ensure their check-out and return
• Assist in the maintenance of VietRISE’s contact lists and volunteer and participant databases
• Provide logistical and administrative support for programs, meetings, and events ,including: procuring supplies, event setup, ordering and picking up food, coordinating Vietnamese interpretation and translation
• Assist in maintaining staff leave records and reimbursements
• Maintain and improve VietRISE’s digital and physical paperwork and file organization
• Assist the Executive Director with logging, tracking, and monitoring grant deliverables
• Log all organizational expenses in our databases
• Provide administrative support such as drafting letters and emails, monitoring and maintaining the calendar of events and activities, filing paperwork, and making travel arrangements
• Provide support in creating and organizing contracts and agreements for contractors and vendors including: sending contracts for payment, and organizing physical and digital files for vendors, maintenance agreements, contracts for services, invoices, facilities, utilities, etc.
• Coordinate and communicate with vendors for events and complete any third party paperwork
• Other tasks, as assigned

Education and Experience

• At least a high school diploma or GED equivalent
• Minimum of 1 year of administrative support roles or office management

Qualifications

• Fluency with Google Suite (Google Mail, Docs, Sheets, Drawings, etc.).
• Fluency with Zoom, including setting up breakout rooms, webinars, regular meetings, interpretation.
• Fluency with Slack and Signal or ability to learn how to use them quickly.
• Proficiency with supply management and inventory control.
• Proactive and takes initiative to propose and implement new ideas or solutions.
• Strong verbal and written communication skills with the ability to work with discretion and judgment, collaboratively, and patiently with staff, members, and organizational partners.
• Strong organizational, time management, and planning skills.
• Must have interpersonal skills and enjoy talking with people, work independently and in a team environment, and handle stressful situations.
• Ability to work in a fast-paced, high-energy, team-oriented environment and meet tight deadlines.
• Holds oneself accountable and responsible while being self-driven in accomplishing goals.
• Vietnamese language fluency (written and verbal) is preferred, but not required.
• Ability to work evenings and/or weekends and have reliable transportation to travel throughout Orange County.