Overview
Production Administrative Assistant Jobs in Sunnyvale, CA at Groundworks Operations, LLC
POSITION SUMMARY:
Under the supervision of the Executive Assistant, the Administrative Assistant is responsible for managing daily office operations at the Association Resource Center (ARC) at the YMCA of the Triangle. This role plays a key part in ensuring the efficiency and effectiveness of ARC services, including oversight of front desk operations, coordination of opening and closing procedures, and management of the on-site room reservation calendar.
In addition, the Administrative Assistant provides direct administrative support to the Executive Leadership Team and general administrative assistance to staff working at the ARC. This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a dynamic environment.
They are responsible for managing the functions of the position in accordance with the stated mission, goals, and policies established by the administrative staff, governing committees, and Board of Directors of the YMCA.
ESSENTIAL FUNCTIONS:
Oversees daily operations of the front desk, including receptionist coverage, visitor check-in, and general reception duties
Manages the office workroom, including stocking supplies, handling mail and postage, and coordinating copier maintenance or technical support
Manages daily opening and closing procedures for the Association Resource Center, ensuring readiness and security of the space
Maintains and coordinates the room reservation calendar for the Association Resource Center, resolving scheduling conflicts as needed
Coordinates meeting and event logistics, including room setup and breakdown, AV/technical setup, and catering arrangements
Supports Executive Leadership with administrative tasks, including:
Allocating and reconciling P-Card (purchase card) transactions
Preparing and submitting reimbursement and travel expense reports
Managing calendar invites and room bookings for meetings
Providing technical support for Microsoft Teams and Zoom calls
Assisting with general administrative needs such as scheduling, document preparation, and correspondence
Performs other duties and responsibilities as assigned by supervisor
QUALIFICATIONS:
Degree in related field preferred and/or 1-2 years of related experience.
Strong communication skills, presentation/facilitations, and writing skills.
Exceptional organizational and time management skills, and the initiative to be a self-starter with minimal direction and supervision.
Must be professional, customer-service oriented, and display a consistently positive attitude. Must be able maintain good relationships with members, staff and volunteers.
Advanced knowledge of Microsoft Office preferred.
Attention to detail, with a consistent high level of responsiveness and follow-up.
Proven ability to manage multiple and complex projects to meet the needs of the business; Must be fluid in adapting to multiple changes at the same time
Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
Multi-lingual desired but not required.
WORK ENVIRONMENT & PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.
The employee frequently is required to sit and reach and must be able to move around the work environment.
The employee must occasionally lift and/or move up to 40 pounds.
Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
The noise level in the work environment is usually moderate.
The YMCA of the Triangle requires employees to comply with all COVID related PPE, cleaning, reporting and prevention expectations efforts. Further training and detail will be provided upon question and/or hire.
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Title: Production Administrative Assistant
Company: Groundworks Operations, LLC
Location: Sunnyvale, CA
