What are the responsibilities and job description for the Administrative Assistant - Operations position at CAIR LA?
Administrative Assistant - Operations
Work Location: Anaheim, CA
Term: Full-time, occasional evening and weekends required
Position Status: Non-Exempt
Reports to: Operations Manager
Salary: $21.00 to $26.00 per hour
Generous Benefits: 100% employer-paid medical and dental insurance for employees & dependents, 3% employer-matched retirement plan, 12 vacation days, 10 sick days, and 12 holidays. Temporary hybrid work schedule, with three days in-person and two days remote.
About Us: Join the largest American Muslim civil rights organization at the frontlines in protecting the rights of free speech, to freely practice one's faith, to pursue employment opportunities without harassment, and to live as an active and engaged American without reprisal. The Council on American-Islamic Relations (CAIR-CA) is a nonprofit 501(c)(3), grassroots civil rights and advocacy group. We recognize that our employees are passionate and talented and are our most valuable resource. With such an important vision to be a leading advocate for justice and mutual understanding, our diverse workforce stands together to demonstrate our values for everyone who chooses to join the efforts.
About the Role: The Administrative Assistant will report directly to the Operations Manager and is responsible for supporting the daily operations. To be successful in this role, you should be highly organized and able to work in a fast-paced environment.
PRIMARY ROLES & RESPONSIBILITIES:
- Provides the first point of support for all day-to-day office needs.
- Answers phone calls, schedules meetings, and supports office visitors.
- Carries out administrative duties such as filing (maintaining systems both electronic and physical), copying, typing, scanning, etc.
- Maintains shared office calendar.
- Provides data entry and monthly batch processing of donations.
- Provides office support and help as needed with setting up equipment such as phones, copiers, etc.
- Ensures that new hire office spaces are set up prior to the first day and coordinates with Operations staff for IT needs.
- Assists staff with basic IT needs by collaborating with the contract IT team.
- Monitors and provides visitor access to the office as needed.
- Assists vendors with deliveries and works with vendors onsite for office-related services.
- Provides assistance to new staff with the 8x8 phone platform.
- Coordinates all office meetings, both physical and virtual, managing the online scheduling platform.
- Prepares emails, letters, reports, and instructional documents.
- Maintains minutes of meetings for monthly staff meetings.
- Receives mail, distributes accordingly, and handles the postage account and mail sending.
- Manages the online supply request forms, orders office supplies, and tracks and maintains inventories.
- Ensures that CAIR-LA is proactive in addressing office needs by selecting/updating vendors to best suit the organization.
- Communicates with janitorial services as needed.
- Other duties as assigned.
QUALIFICATIONS:
- High School Diploma or GED with a minimum of 2 years experience in an administrative role.
- Proficiency in using Microsoft Office programs and Salsa Labs (preferred).
- Basic computer maintenance knowledge and ability to learn basic server and networking skills.
- Familiarity with IT troubleshooting and ability to work with contract IT to resolve staff IT issues.
- Meticulous attention to detail, excellent organizational skills, and an ability to meet strict deadlines.
- Comfortable working in a fast-paced, team-oriented environment.
- Ability to take initiative, manage multiple tasks, and work independently.
- Excellent oral and written communication skills to interface with staff, community leaders, volunteers, and donors professionally and effectively.
To Apply: Please submit (1) a cover letter discussing your interest in the position, (2) your resume, and (3) the names and contact information of three references via the link below.
CAIR-CA is an equal-opportunity employer and adheres to all federal, state, and local laws prohibiting employment discrimination.
Salary : $21 - $26
