Administrative Assistant

JOB SUMMARY: The Administrative Assistant performs a variety of administrative and clerical tasks. Duties include providing support to MHAST administration and employees, assisting with daily office needs and managing our company’s general administrative activities. The individual will be familiar with the MHAST’s practices and procedures and will be responsible for confidential and time-sensitive material, ensuring the efficient and smooth day-to-day operation of our office.

DUTIES AND RESPONSIBILITIES:

Administrative Support:

· Provide general administrative support, including data entry, filing, and document management

· Assist with scheduling meetings, booking conference rooms, and managing calendars for senior leadership and management

· Prepare and format reports, memos, and presentations as needed

· Monitor and maintain office supplies and equipment, placing orders as needed to ensure the office runs smoothly

· Coordinate with vendors for office maintenance, repairs, and services

· Assist with planning and organizing office events, meetings, and staff activities

· Prepare meeting rooms with necessary materials and ensure all technology (e.g., video conferencing equipment) is working properly

· Organize and maintain electronic and paper files for easy access and reference

· Ensure confidentiality of sensitive information and compliance with data protection policies

· Arrange travel itineraries, accommodations, and transportation for staff or executive

· Process expense reports and reimbursements in line with company policies

· Prepare general correspondences, memos, creates documents/forms

· Provide comprehensive support for program and business operations

· Attend agency meetings, takes notes, and prepares meeting minutes as requested by senior leadership

· Maintain current employee phone lists and emergency contact lists

· Operates office equipment and keeps equipment operational for use by all employees

· Organize and maintain important agency documents and files (hard copy and/or digital files)

Reception & Clerical:

· Greet and welcome visitors in a friendly and professional manner

· Ensure a seamless check-in process for visitors and clients, including notifying relevant staff members of arrivals

· Maintain a clean and organized reception area, ensuring it reflects a professional image at all times

· Ability to perform light housekeeping tasks with a focus on cleanliness and organization

· Ability to work independently and as part of a team

· Receive, sort, and distribute incoming mail, packages, and deliveries

· Manage incoming calls; direct calls to the appropriate staff, and take accurate messages as needed

· Handle inquiries and provide information about MHAST or direct to the appropriate resource

Administrative Support (50%)

Reception & Clerical (30%)

Other (20%)

Job Type: Full-time

Pay: $19.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

People with a criminal record are encouraged to apply

Education:

• High school or equivalent (Preferred)

Experience:

• Human resources: 1 year (Preferred)

Work Location: In person

Salary : $19 - $20