Administrative Assistant

Serengeti Care; Federal Way (WA); On-site; USD 42,000 - 54,000; Full time

Job summary

Serengeti Care is seeking an Administrative Assistant to support daily operations, greet visitors, manage communications, and maintain a professional front office.

The role covers travel arrangements, account coordination, event planning support, and comprehensive administrative tasks across departments, with emphasis on confidentiality and client service.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• At least three years of administrative/clerical experience.
• Proficiency with Microsoft Office Suite and SharePoint.

Responsibilities

• Answer a multiline phone system, greet visitors, and manage front desk.
• Coordinate travel, lodging, and itineraries for personnel.
• Assist with account setups and maintain company files and databases.
• Support event planning, vendor management, and meeting logistics.
• Maintain SharePoint, calendars, and employee directory.
• Provide backup support to other departments.

Skills

Language

Math

Reasoning

Technical aptitude

Education

High school diploma

Associate degree

Tools

Microsoft Office Suite

Job description

The Administrative Assistant is responsible for performing a wide range of administrative activities to support the organization's efficient operation and ensure that quality standards, safety guidelines, and stakeholder expectations are met.

Essential Duties and Responsibilities

To perform this job successfully, an individual will possess the skills, aptitudes, and abilities to perform each function proficiently. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions.

Mission, Vision, and Values Alignment

• Maintain Serengeti Care Partner's Mission, Vision, and Values by establishing and maintaining trusting partnerships with stakeholders, providing enhanced support services, and embracing the organization's guiding principles.

Front Desk Operations

• Answer and manage a multiline phone system, transfer calls, and take messages.
• Greet visitors and guests professionally, ensuring a warm welcome.
• Maintain a clean and organized front office environment and hospitality station.

Company Account Coordination

• Assist with account setups and ensure the timely organization of company files, documentation, and database updates.

Travel Arrangements

• Coordinate travel logistics, including transportation, lodging, and itineraries, for company personnel as needed.

Event Coordination

• Support event planning and logistics, including venue selection, vendor management, guest communications, travel arrangements, and managing supplies.
• Handle expenses and reporting associated with event coordination tasks.

Employee & Client Satisfaction

• Address inquiries from employees, clients, and vendors; assess needs and provide or direct inquiries to appropriate resources.

Employee Appreciation

• Assist in the organization and implementation of employee appreciation events and programs.

Administrative Support

• SharePoint Management: Help maintain and update the company’s SharePoint platform.
• Setup of New Company Location: Coordinate and organize the checklist for new locations in collaboration with company stakeholders and vendors.
• Company Directory: Keep employee contact information and company directory updated.
• Company Calendar Management: Track and update company licenses, expiration dates, and key timelines.
• Leadership Assistance: Provide comprehensive support to senior leaders, including document preparation, meeting notes, correspondence, and routine administrative tasks.
• Correspondence: Efficiently manage and distribute communications, ensuring accuracy and confidentiality.
• Filing Systems: Organize and maintain electronic and paper filing systems for easy retrieval and secure access.
• Mail and Correspondence: Open, sort, and distribute incoming mail to appropriate departments.
• Equipment Management: Ensure all office equipment is in working order, performing maintenance and troubleshooting as necessary.
• Supply Order Management: Manage inventory of the home office and all company locations to ensure optimal stock levels.

Support for Other Departments

• Provide backup assistance as needed across various departments to fulfill organizational needs.

Other Duties

• Project Coordination: Assist with special company projects.
• Perform additional tasks assigned to support the company’s operations.
• Customer Service Focus: Knowledge of administrative support principles with a collaborative and customer service mindset to interact with internal and external clients and vendors frequently. Actively listen to client needs, respond promptly and courteously, and strive to exceed expectations while demonstrating empathy, patience, and problem-solving abilities. Aim to provide personalized solutions and foster long-term client satisfaction.
• Professionalism: Always demonstrate a professional demeanor, including reliability, integrity, and confidentiality, when managing sensitive information or interactions with executive leaders.
• Active Listening: Give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and avoid interrupting at inappropriate times.
• Effective Communications: Communicate professionally with stakeholders from various cultural and socio-economic backgrounds at all levels of the organization, promoting a positive, diverse, collaborative, and supportive environment.
• Organizational & Time Management: Superior attention to detail and strong organizational skills to effectively manage calendars, appointments, files, and documents. Ability to multitask, prioritize tasks, handle multiple responsibilities, and maintain a well-structured work environment.
• Technology Proficiency: Proficiency in office software and equipment, such as word processing, spreadsheets, email, and scheduling tools; demonstrating the ability to adapt to new technologies and learn new software quickly.
• Working Independently and Collaboratively: Ability to work independently and as part of a team. Self-motivated, capable of managing tasks, and effectively prioritizing workload when working alone, while demonstrating strong collaborative skills by actively contributing to the team environment to achieve shared goals.

Qualifications

• Language: Intermediate ability to effectively communicate with others; read, write, comprehend, and interpret documents, correspondences, and memos.
• Math: Intermediate math reasoning skills with the ability to add, subtract, multiply, and divide into all units of measure, calculate figures, and count money.
• Reasoning: High skill in reasoning with logic, solving practical problems, and managing a variety of concrete variables in situations where only limited standardization exists. Ability to interpret various instructions furnished in written, oral, diagram, or schedule form.
• Technical Aptitude: High skill and ability to train in various systems and office equipment. Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, OneNote, OneDrive, SharePoint).

Working Environment and Physical Requirements

The work environment characteristics described represent those an employee may encounter while performing the essential functions of this job. Work is performed in a fast-paced office environment, with exposure to fluctuating temperatures, moderate noise levels, cleaning chemicals, airborne particles, and occasional outside fluctuating weather conditions.

• Ability to see color and have clear vision at 20 inches or less.
• Ability to regularly sit, utilize hands and fingers, reach (with arms), talk, hear, stand, lift, push, pull, perform repetitive tasks, work around moderate noise levels safely, and conscientiously carry at least 50 pounds without assistance, adhering to safety and lifting protocols.
• Ability to frequently balance, kneel, climb, stoop, and crouch.

Education/Experience

• High school diploma or equivalent required; Associate degree in office administration or related field preferred.
• At least three years of administrative and clerical experience are required.

Schedule

Hours may fluctuate depending on organizational needs. Office hours are Monday-Friday. Occasional overtime (OT) may be required.