Overview
Office Administrator Jobs in Coeur d’Alene, ID at Tomlinson Sotheby’s International Realty
JOB TITLE: Administrative Assistant
STATUS: Exempt / Full-Time
REPORTS TO: Deputy Director
CREATED: Revised January 2025
POSITION SUMMARY
The Administrative Assistant provides support to the President & CEO, Deputy Director, Director of Operations and Community Engagement Manager by performing administrative tasks to meet the needs of the staff, volunteers, and donors.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Answer the phone, monitor the voicemail box, make client appointments as needed
Support the CEO with insurance documents & filing
Responsible for remote bank deposits
Coordinates staff meetings
Support data entry and other tasks for other departments within the organization, including warehouse, community care team, fundraising and gift processing, and volunteer operations
After thorough training, support the transition to the new appointment system by answering user questions and helping users navigate the system
Assist the CEO in preparing materials and assist in the planning and coordination of events and projects as they arise
Assist in the supervision and coordination of volunteers who are providing office support
Data entry and database hygiene (i.e. ensuring data entry and data management standards are maintained periodically cleaning data)
May assist with some aspects of communications within the LHR team
May assist with some public-facing communications efforts for LHR
Provide back-up support for staff when they are on leave
Sustain positive relationships with volunteers, clients and donors via telephone, email and in person
Order office supplies and stationery as needed; filing as needed
Other tasks as assigned
QUALIFICATIONS, KNOWLEDGE SKILL REQUIRED (Minimum education and experience needed to perform the job adequately)
· High School Diploma or GED required
· At least two years of related work experience required
· Experience working in a nonprofit with diverse client populations and diverse volunteers a plus
· Must be fluent in English and have basic Spanish
· Knowledge of general office procedures and practices required
· Ability to appropriately handle confidential information
· Excellent interpersonal and communication skills and the ability to work with a diverse population
· Excellent time management skills, able to prioritize multiple urgent projects and meet deadlines
· Ability to maintain a high level of flexibility and follow-through
· Ability to work collaboratively with others and the ability to succeed on an interdependent team, while being accountable for projects
· Team performance orientation, with the ability to jump in and learn as needed in a small team environment
· Self-starter with the ability to work well under pressure and thrive in an extremely fast-paced, continually changing work environment
· Excellent computer skills and skilled in word processing, spreadsheets, database, and presentation software including Microsoft Office Suite required
· Ability to work occasional evenings and weekends required.
· Must be responsible, dependable and display the highest level of integrity
Job Type: Full-time
Pay: $45,000.00 – $53,000.00 per year
Benefits:
Dental insurance
Health insurance
Life insurance
Paid time off
Parental leave
Retirement plan
Vision insurance
Schedule:
8 hour shift
Monday to Friday
Weekends as needed
Education:
High school or equivalent (Required)
Experience:
RECENT Administrative assistant: 2 years (Required)
Language:
English and Spanish- must be bilingual (Required)
Ability to Commute:
Leesburg, VA 20175 (Required)
Work Location: In person
Title: Office Administrator
Company: Tomlinson Sotheby’s International Realty
Location: Coeur d’Alene, ID
