Administrative Assistant III

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Manage the day-to-day operations of the office, including scheduling meetings and appointments, organizing files, handling correspondence, welcoming visitors, ordering office supplies, managing office equipment, implementation and management of office software programs.

· Serve as the campus receptionist, welcoming visitors and directing them appropriately.

· Coordinate with security guards regarding visitor and guest screening, ensuring campus safety.

· Responsible for attending various meetings and taking accurate minutes, noting discussion, decisions and action items. Distribute minutes to relevant parties after each meeting.

· Issue ID name badges, parking permits and door codes to new hires. Ensures that parking permits, ID badges and door codes are discontinued upon termination.

· Communicates emergency situations with Campus Administrator or Regional Director of Real Estate and Facilities as soon as possible.

· Complete incident reports and complaint logs as necessary, and ensure that all relevant information has been included.

· Responsible for organizing campus gatherings. Fostering a spirit of collaboration among Sisters and staff by leading a committee that will contribute to the successful planning of gatherings on the campus.

· Prepares and sends mailings, flyers, invitations and cards as requested.

· Distribute incoming mail for campus, contact Sisters and staff as packages arrive and ensure that packages are picked up by courier each day.

· Create and maintain filing systems, both electronic and physical.

· Order and monitor office supplies while keeping track of inventory and administration budget.

· Assist with coding, approval and submitting invoices for payment.

· Communicate with vendors to schedule work, obtain invoices and W9 forms.

· Manage calendars, scheduling meetings, and make travel arrangements.

· Update and distribute phone lists and emergency contact lists to Sisters and staff on the Burlingame campus.

· Manage office equipment and coordinate repairs with IT or specific vendor.

· Assist with the implementation of software programs, provide training and guidance to Sisters and staff as needed.

· Coordinates tasks and special projects to ensure all deadlines are met.

· Assist with set up of office space and purchase furniture when requested.

· Create presentations and other management-level reports when requested.

QUALIFICATIONS: Education, Competencies and Experience

Required

· Bachelor’s degree or equivalent.

· 5 years of experience in office administration.

· Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel and Outlook.

· Excellent time management skills with the ability to establish priorities and meet deadlines.

· Must be able to handle confidential and sensitive information with professionalism and discretion.

· Coordinate and communicate effectively with both internal and external teams to ensure tasks are completed efficiently.

· Manage calendars, appointments, and emails, with a keen ability to prioritize and handle urgent matters.

· Support in project management, ensuring deadlines are met and follow-ups are completed.

· Conduct research and provide solutions to problems as they arise, making thoughtful recommendations when necessary.

· Ability to quickly learn and use new software systems.

· Strong verbal and written communication skills.

Preferred

· Prior experience in a nonprofit or religious organization.

· Understanding and appreciation of the traditions and culture associated with the Sisters of Mercy.

· Familiarity with the Catholic Church structures and teaching.

The Sisters of Mercy celebrate diversity. The Mercy mission centers on our commitment to anti-racism, women, earth, non-violence and immigrants.

We welcome all qualified employees regardless of race, color, religion, gender, sexual orientation, national origin, disability, age, or veteran status. In our inclusive work environment, employees thrive.

Job Type: Full-time

Pay: $28.00 - $38.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• What are your salary expectations?

Experience:

• Executive Assistance: 1 year (Preferred)
• Administrative Assistance: 3 years (Preferred)

Ability to Commute:

• Burlingame, CA 94010 (Preferred)

Work Location: In person

Salary : $28 - $38