Administrative Assistant

The Administrative Assistant provides general administrative and clerical support to GMHC's Board of Directors and CEO’s. Under the direction of the assigned supervisor, the position supports scheduling, correspondence, meetings, recordkeeping, and daily office operations. The Administrative Assistant helps keep information organized, requests routed appropriately, and administrative deadlines on track while interacting professionally with staff, Board members, visitors, and external partners. The role requires accuracy, discretion, and a responsive, service-oriented approach.

The Administrative Assistant is responsible for providing administrative support through the following functions:

Board of Directors Administrative Support

• Assist with executive and shared calendars, schedule appointments, confirm arrangements, and flag scheduling conflicts for resolution.
• Answer and route calls, emails, and visitor inquiries; take accurate messages and direct requests to the appropriate staff member.
• Draft, format, and proofread correspondence, memoranda, presentations, and routine reports for supervisory review.
• Maintain organized electronic and paper files, contact lists, and administrative records; retrieve information as requested.
• Track correspondence, signature requests, and deadlines; send reminders and follow up on outstanding administrative items.
• Coordinate mail, deliveries, copying, scanning, and document distribution.

Meeting and Event Coordination

• Arrange meeting rooms, virtual meeting links, invitations, materials, and refreshments, as needed.
• Compile agendas and meeting packets for executive, staff, and Board meetings as directed; distribute approved materials.
• Take draft meeting notes, maintain action-item lists, and submit notes or minutes for review before distribution.
• Assist with travel reservations, itineraries, registrations, and logistics for meetings and agency events.

Office Administration and Recordkeeping

• Prepare purchase requests, invoice documentation, and expense reimbursements; route items for approval and coordinate with Finance.
• Monitor office supplies and coordinate routine requests with Facilities, Information Technology, and other departments.
• Maintain spreadsheets and administrative trackers; verify entries and compile routine status summaries.
• Safeguard confidential executive, personnel, financial, and donor information using approved storage and access procedures.
• Participate in required meetings and trainings and perform other related administrative duties as assigned.

SPECIAL SKILLS AND KNOWLEDGE

The ideal candidate will demonstrate a combination of the following required and preferred competencies to succeed in this role:

Required Qualifications

• High school diploma or equivalent and at least two years of administrative or office-support experience, preferably within a non-profit or private organization.
• Strong organizational, time-management, proofreading, and written and verbal communication skills.
• Proficiency in Microsoft Office Suite: Outlook for email and calendar coordination; Word for document preparation; Excel for data entry, formatting, basic formulas, sorting, and filtering; and PowerPoint for presentation support.
• Ability to use virtual meeting tools and electronic filing systems and learn new administrative systems.
• Ability to handle confidential information with discretion, follow established procedures, and recognize matters requiring supervisory guidance.
• Ability to work independently and collaboratively, manage competing requests, and maintain accuracy while priorities change.
• Demonstrated cultural competency in working with diverse populations, including LGBTQ+ individuals, low-income communities, immigrants, racial minorities, and people living with disabilities.

Preferred Qualifications

• Associate's degree or coursework in business administration, office administration, or a related field.
• Experience in a nonprofit, healthcare, or social-service organization.
• Experience supporting senior staff, coordinating meetings, and assisting with expense or purchasing documentation.

Bilingual proficiency in English and Spanish is preferred, with the ability to communicate effectively, with Spanish-speaking staff, Board members, clients, and external partners.

WORK ENVIRONMENT & SCHEDULE

This is a hybrid position combining regular on-site work with remote administrative responsibilities. The schedule and specific in-office and remote work arrangements will be determined by Executive Office needs and supervisor discretion.

• This is a hybrid position that includes both remote and on-site work. While the position offers flexibility to work remotely, the employee is required to be available to report to the office whenever needed for meetings, administrative support, office coverage, or other organizational needs, as determined by the supervisor. On-site attendance is mandatory when requested, regardless of the employee’s regularly scheduled remote workdays.
• Flexibility for occasional early-morning or evening meetings, modified hours, and agency obligations. All hours worked must be recorded in accordance with GMHC procedures.
• Participation in agency wide events, BOD, Staff and Consumer meetings and activities.

PHYSICAL DEMANDS

• While carrying out the responsibilities of this role:
• The position is primarily office-based and involves extended periods of computer use, phone communication, and virtual conferencing.
• The staff member attends in-person meetings and navigates a standard office environment, with or without reasonable accommodation.
• Routine duties include handling files, meeting materials, and office supplies and assisting with meeting setup.

GMHC supports a racial and gender-diverse environment which contributes to a positive and inclusive atmosphere. Working at GMHC requires a demonstrated awareness of communities that we serve, and we seek candidates who are dedicated to promoting equity and social justice.