488 Administrative Support jobs in the United States

Job Description

Job Summary:

The Administrative Support staff member provides comprehensive support to ensure the smooth and efficient operation of the Agency. This dynamic role is key in managing administrative tasks, maintaining effective communication, coordinating schedules, and ensuring that the daily operations of the organization run seamlessly. The ideal candidate is a proactive problem-solver, organized, and adaptable, with a strong attention to detail and the ability to manage multiple responsibilities in a fast-paced environment. This position is a part of team and assignments may vary based on programmatic need. All administrative team members will be cross trained on a variety of the projects that the administrative team is responsible for.

Key Responsibilities

Communication and Correspondence Management

• Answer phone calls, handle inquiries, and direct them to appropriate personnel.
• Manage company emails, including filtering, responding, and forwarding as needed.
• Draft and proofread correspondence, including letters, emails, memos, and reports.

• Prepare client communications, newsletters, and internal bulletins.

Document Preparation and Management

• Create, format, and finalize internal and external documents, presentations, and reports.
• Ensure timely distribution of meeting agendas, presentations, and follow-up action items.
• Archive company documents and confidential files, both physically and digitally, according to established protocols.

Event Planning and Coordination

• Assist with the planning and execution of company events, conferences, and employee engagements.
• Coordinate event logistics, including venue booking, catering, materials, and technology setup.
• Manage attendee registrations, event communication, and on-site support.
• Develop and distribute event-related materials, such as invitations, schedules, and feedback surveys.

Facilities Management and Office Operations Support

• Oversee the general condition and cleanliness of office spaces and implement improvements for office ergonomics, comfort, and productivity.
• Manage office maintenance, working closely with service providers to ensure that equipment and facilities are properly maintained.
• Ensure the office complies with health, safety, and environmental standards.

General Administrative Support

• Provide ad-hoc administrative assistance to departments, teams, and managers as needed.
• Manage office systems and ensure the smooth day-to-day functioning of operations.
• Assist in the preparation of budgets and financial reports for departments or projects.
• Maintain and update internal policies, procedures, and employee handbooks.
• Serve as the point of contact for clients, suppliers, and service providers.
• Schedule and coordinate vendor meetings and handle vendor contracts and communications.
• Manage invoices and track payments for services rendered.
• Build and maintain positive relationships with external stakeholders.

HR and Employee Support

• Assist HR with onboarding new hires, including preparing welcome packages, office equipment, and workstations.
• Coordinate employee training sessions, seminars, and workshops.
• Responsible for the credentialing process for staff training; notify staff when trainings are due, document and file training certificates accordingly.
• Run background checks and motor vehicle reports for staff members.
• Ensure staff training records are accurate and properly filed both electronically and hard copies.

Inventory and Office Supply Management

• Monitor and maintain office supply levels and place orders as necessary.
• Handle the receipt and distribution of office supplies, equipment, and materials.
• Liaise with vendors and suppliers to ensure the office is well-equipped at all times.
• Track office equipment maintenance schedules and resolve any issues with service providers.

Project Coordination and Process Improvement

• Assist in coordinating project timelines, deliverables, and resources for team leaders.
• Track project budgets and assist in ensuring they stay within allocated limits.
• Support process improvement initiatives and contribute ideas for enhancing office workflows.
• Identify areas of inefficiency or bottlenecks and propose solutions to management.

Record-Keeping, Data Entry, and Reporting

• Update and maintain employee, client, and vendor databases.
• Generate periodic reports based on organizational data, ensuring accuracy and completeness.
• Track project milestones and deadlines, reporting any issues to the project manager or team leads.
• Manage incoming and outgoing mail and shipments, including preparing documents for mailing.

Scheduling, Meetings, and Travel Coordination

• Coordinate and schedule meetings, conference calls, and video conferences for team members and leadership.
• Arrange and manage travel bookings, including flights, hotels, and transportation.
• Organize detailed itineraries and provide travel-related support for team members.
• Take detailed meeting minutes, distribute them, and track progress on assigned action items.

Qualifications and Skills:

Education

• High school diploma required; associate's or bachelor's degree in business, office administration, or a related field preferred.

Experience

• 2+ years of experience in an administrative, office support, or customer service role is preferred.
• Experience in managing office procedures, vendor relations, and event coordination is a plus.

Technical Skills

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with office management software (e.g., project management tools, CRM systems) is a plus.
• Comfortable with office equipment, such as printers, copiers, and conference call setups.
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
• Exceptional verbal and written communication skills.
• Detail-oriented with a high degree of accuracy in data entry, scheduling, and document management.
• Excellent time management skills with the ability to prioritize in a fast-paced environment.

Soft Skills

• Ability to work independently and as part of a team.
• Strong customer service skills and a friendly, professional demeanor.
• Discretion in handling confidential and sensitive information.
• Adaptability to changing work conditions and evolving priorities.

Job Description

Description:

Premier Title is seeking a reliable and detail-oriented Administrative Assistant to join our growing team. This full-time position supports title and escrow operations by performing data entry, handling customer communications, and conducting public record searches. No prior title experience required – we will train the right candidate.

A positive, can-do attitude

Strong written and verbal communication skills

Reliable typing and basic computer abilities

Willingness to learn and contribute to the team

Job Description

As part of the unit-based team, this position is responsible for providing secretarial and administrative support, such as word processing, report preparation, new employee orientation, etc. to support the management and clinical staff of the unit/department.

Qualifications

High school diploma or equivalent.

Two (2) plus years of secretarial experience or current enrollment in a Nursing Program (LVN/RN).

Ability to work with minimum direct supervision.

Excellent English verbal and written communication skills.

Excellent organizational skills.

Able to work effectively as a team member under multiple demands and expectations.

Proficient use of PC, Windows and Word Processing.

Able to perform general office duties such as typing filing and operating office machines (fax, photocopier, adding machine).

Experience in mental health setting preferred

License/Certification/Registration Requirements

none

Salary Range:

$34.97 - $44.23 USD Hourly

We are looking for a reliable and organized Administrative and Support Services Specialist to provide essential support to daily operations and ensure smooth workflow across the organization. This role involves handling administrative tasks, coordinating office activities, and assisting teams to achieve business goals.

Key Responsibilities:

• Manage daily office operations including scheduling, correspondence, and filing systems.
• Prepare, organize, and distribute documents, reports, and meeting materials.
• Answer and direct phone calls, emails, and inquiries in a professional manner.
• Assist in the coordination of meetings, events, and travel arrangements.
• Maintain accurate records, databases, and confidential information.
• Support procurement, office supplies management, and vendor coordination.
• Ensure compliance with company policies and procedures.
• Provide general support to staff and management teams as needed.

Required Skills & Qualifications:

• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle sensitive information with discretion.
• Problem-solving and multitasking abilities.
• Strong interpersonal skills with a customer-service mindset.

Education & Experience Requirements:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field preferred.
• 1–3 years of experience in administrative, clerical, or office support roles.
• Experience in data entry, scheduling, or records management is a plus.

The Administrative Assistant plays a crucial role in supporting the daily operations of the office. This position requires an individual who is highly organized, proactive, and able to manage a wide range of tasks to ensure that the team or department runs smoothly. The ideal candidate will have excellent communication skills, be tech-savvy, and exhibit a high degree of professionalism.

1. Administrative Support :
   • Manage and organize calendars, schedule meetings, and coordinate appointments.
   • Answer phone calls, screen and direct calls as appropriate.
   • Respond to and redirect emails as needed.
   • Handle correspondence, including mail, fax, and email communications.
   • Prepare and format documents, reports, and presentations.
   • Assist with document preparation and filing.
2. Office Management :
   • Maintain office supplies and equipment inventory.
   • Coordinate office space usage, maintenance, and setup for meetings or events.
   • Ensure the office is clean, organized, and well-maintained.
   • Assist with booking travel arrangements (flights, hotel accommodations, car rentals).
3. Data Management & Reporting :
   • Maintain, update, and organize databases or filing systems (physical and digital).
   • Compile data, prepare reports, and assist with project tracking.
   • Ensure data accuracy and confidentiality.
4. Client/Visitor Interaction :
   • Greet and direct visitors in a professional manner.
   • Assist clients and customers with inquiries or needs as appropriate.
   • Coordinate meetings, conferences, and events with internal and external stakeholders.
5. Team Support :
   • Provide general administrative support to various departments or teams.
   • Assist in preparing internal communications or training materials.
   • Coordinate team activities, events, or team-building exercises.
6. Project Assistance :
   • Assist with special projects, ensuring that deadlines are met.
   • Perform research and gather relevant information for ongoing projects.
   • Help organize and track project timelines and deliverables.

• Strong communication skills (verbal and written).
• Excellent organizational and time-management abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• High attention to detail and accuracy.
• Professional phone etiquette and interpersonal skills.
• Strong problem-solving abilities and the ability to anticipate needs.

• Experience with project management software (e.g., Trello, Asana, or Monday.com).
• Familiarity with office equipment (printers, copiers, fax machines).
• Basic knowledge of bookkeeping or accounting practices (e.g., expense reports, invoicing).

• Education :
  • High school diploma or equivalent is required.
  • Associate’s or Bachelor’s degree in business administration, office management, or related field is a plus.
• Experience :
  • 1-3 years of experience in an administrative or office support role.

  • Prior experience working in a corporate or office environment is preferred.

We are seeking a friendly and detail-oriented Customer Service Support Associate to join our team. The ideal candidate will provide excellent service to our customers, process orders accurately, and ensure a welcoming boutique environment.

Responsibilities:

Greet and assist customers professionally

Communicate clearly with customers regarding order details

Assist with inventory tracking and order deadlines

Qualifications:

Excellent communication and customer service abilities

Computer proficiency and accurate data entry

Ability to multitask in a fast-paced environment

Flexibility to work evenings and weekends

Schedule: 4–6 hours per day, Monday–Friday (up to 30 hours per week)

Shift options:

Morning Shift: 8:00 AM – 1:00 PM (EST)

Evening Shift: 2:00 PM – 7:00 PM (EST)

Please indicate your preferred shift when applying.

Skills and Experience:

Proven experience as a data entry specialist or similar role.

Fast and accurate typing skills; familiarity with touch typing preferred.

Proficiency in Microsoft Word, Excel, and other office applications.

Familiarity with office equipment, computer hardware, and peripheral devices.

Basic understanding of database management.

Strong attention to detail.

The Support Services team member is responsible for general upkeep and cleanliness of the SAMM Shelter facility. They will conduct inspections of rooms prior to move in and at move out for SAMM Shelter clients. They will inventory items at the facility and will operate industrial washer and dryer to clean soiled linen and towels for the facility. They will document and inform appropriate staff of issues identified throughout the facility and will respond to appropriate requests for service. The SAMM Shelter Support Services will work closely with the SAMM Shelter Team in identifying and communicating any issues with the facility that need to be addressed.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
• Assist in the general upkeep and cleanliness of the facility such as housekeeping and maitenence.
• Perform cleaning, sanitizing and make ready of rooms within 48 hours of a resident exiting the program.
• Inventory, wash, dry and fold linens used in guest rooms.
• Maintain accurate and complete shift logs documenting product inventory, storage, available rooms, etc.
• Ensure client safety and welfare by monitoring clients to ensure they are adhering to facility expectations.
• Inspect facility periodically and make recommendations for repairs either by staff or an outside contractor.
• Maintain procurement records such as items or services purchased, costs, delivery, product quality and performance, and inventories.
• Respond to SAMM Shelter Support Services SysAid requests as appropriate.
• Coordinate and manage pest control scheduling as needed.
• Conduct a walk-through inspection with appropriate documentation prior to move-in of new client to ensure room is clean, undamaged, and ready to be occupied.
• Conduct a walk-through inspection to assess damage when a client exits the program, documenting as needed, and providing move-out information to Case Manager and appropriate staff.
• Maintain a high level of communication with all staff regarding all Support Services information.
• Demonstrates and engages in practices that are culturally competent and demonstrates the ability to work with diverse populations and backgrounds.
• Attends all mandatory departmental meetings and/or training assigned by Emergency Shelter management team.Performs all other job-related duties as assigned.

SUPERVISORY RESPONSIBILITIES

None

REQURIED KNOWLEDGE, SKILLS AND ABILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Ability to gain working knowledge of SAMMinistries policy and procedures
• Ability to act as a representative of SAMMinistries to the public
• Ability to effectively communicate with individuals from diverse backgrounds
• Ability to prepare and maintain accurate records
• Ability to use Trauma Informed Care techniques
• Ability to use Harm Reduction techniques
• Ability to operate and work effectively in Microsoft Office programs
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
• Ability to professionally handle crisis situations

EDUCATION and/or EXPERIENCE

High School degree or GED. Two or more years related experience and/or training, or equivalent combination of education and experience. A layperson’s familiarity with general household issues, appliances, tools, plumbing, a/c, heating, etc. is extremely beneficial for trouble shooting repairs and reporting issues if necessary. Proficiency with computers, internet usage, email usage, and Microsoft Office applications is required.

LANGUAGE SKILLS

Bilingual (English/Spanish) is preferred.

REASONING ABILITY

Must be sensitive to the dynamics associated with homeless families and individuals. Must be able to react swiftly and effectively to crisis situations. Must possess good conflict resolution skills. Logic and ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Driver's License. Successful completion certification in CPR/First Aid/AED Trauma Informed Care Harm Reduction and Housing First will be required within sixty (60) days of hire. Additional Training in: Motivational Interviewing, Time Management, HMIS Training.


WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Although the position is not for direct client care, the position entails regular face-to-face interaction with clients. Operating an agency motor vehicle may also be required on occasion. The noise level in the work environment is usually moderate. This position requires on-site face-to-face contact with clients and program staff. Individuals may be required to work with cleaning products that include mixing chemicals. Traveling during inclement weather may occur. Individuals will experience exposure to both indoor and outdoor temperatures and working conditions daily. Individuals may be exposed to loud noises emitted from tools, equipment, alarms, etc. Safety is paramount and always should be considered. Must be sensitive to the dynamics associated with homeless families and individuals. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Required to work flexible hours to include evenings and weekends.