Administrative Assistant

American Airlines; Honolulu (HI); On-site; USD 21,593 - 30,754; Full time

Benefits offered by this job

401(k)

Dental insurance

Flexible spending account

Health insurance

Paid time off

Vision insurance

Job summary

Phoenix House is seeking a diligent and organized Administrative Assistant to join our team in a full-time capacity. The role provides essential support to ensure the smooth operation of the office, while also coordinating facilities‑related tasks and maintaining a safe work environment.

The candidate will handle clerical duties, scheduling, filing, and basic bookkeeping, working with management and staff to streamline administrative processes and support multiple departments.

Qualifications

• College degree in Office Administration or related field preferred.
• Proven experience as an administrative assistant or in a similar role.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).

Responsibilities

• Perform general office duties, such as answering phones, responding to emails, and managing correspondence.
• Greet visitors and assist them with inquiries or direct them to the appropriate personnel.
• Maintain electronic and physical filing systems, ensuring all documents are accurately organized and readily accessible.
• Assist in scheduling appointments, meetings, and conference calls.
• Prepare and distribute memos, letters, reports, and other documents as needed.
• Coordinate and oversee facilities maintenance activities, including routine inspections, repairs, and cleaning services.
• Collaborate with external vendors and contractors to schedule and supervise maintenance and repair work.
• Monitor and maintain inventory of office and cleaning supplies, ensuring adequate stock levels.
• Assist in organizing and coordinating office events, meetings, and conferences.
• Manage office equipment, including copiers, printers, and telecommunication systems, ensuring proper functionality and maintenance.
• Assist with basic bookkeeping tasks, such as invoicing and expense tracking.
• Collaborate with other administrative staff to ensure smooth workflow and effective communication within the office.
• Provide administrative support to various departments as required.
• Perform other duties as assigned by management.
• Adhere to ethical and conduct standards as established by professional licensure and Phoenix House policies.
• Attend all required staff training sessions in accordance with Phoenix House and state licensing requirements, completing all training on time.
• Attend and participate in program and all staff meetings.
• Adhere to and promote the Phoenix House Mission, Vision, and Values while acting as a role model for others.

Skills

Microsoft Office

Communication

Organizational skills

Time management

Education

Office Administration degree

Tools

Microsoft Office

Job description

Position Details

Phoenix House is seeking a diligent and organized Full-time Administrative Assistant to join our team. The ideal candidate will provide essential support to ensure the smooth operation of our office and maintain a safe and functional work environment. This role involves handling various administrative tasks, assisting with clerical duties, and coordinating maintenance activities. The Full-time Administrative Assistant will work closely with management and staff to facilitate effective communication and streamline administrative processes while also overseeing facilities‑related tasks.

Essential Duties and Responsibilities

• Perform general office duties, such as answering phones, responding to emails, and managing correspondence.
• Greet visitors and assist them with inquiries or direct them to the appropriate personnel.
• Maintain electronic and physical filing systems, ensuring all documents are accurately organized and readily accessible.
• Assist in scheduling appointments, meetings, and conference calls.
• Prepare and distribute memos, letters, reports, and other documents as needed.
• Coordinate and oversee facilities maintenance activities, including routine inspections, repairs, and cleaning services.
• Collaborate with external vendors and contractors to schedule and supervise maintenance and repair work.
• Monitor and maintain inventory of office and cleaning supplies, ensuring adequate stock levels.
• Assist in organizing and coordinating office events, meetings, and conferences.
• Manage office equipment, including copiers, printers, and telecommunication systems, ensuring proper functionality and maintenance.
• Assist with basic bookkeeping tasks, such as invoicing and expense tracking.
• Collaborate with other administrative staff to ensure smooth workflow and effective communication within the office.
• Provide administrative support to various departments as required.
• Perform other duties as assigned by management.
• Adhere to ethical and conduct standards as established by professional licensure and Phoenix House policies.
• Attend all required staff training sessions in accordance with Phoenix House and state licensing requirements, completing all training on time.
• Attend and participate in program and all staff meetings.
• Adhere to and promote the Phoenix House Mission, Vision, and Values while acting as a role model for others.

Supervisory Responsibilities

The incumbent in this position has no supervisory responsibilities.

Requirements

• College degree in Office Administration or related field preferred.
• Proven experience as an administrative assistant or in a similar role.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).
• Excellent communication skills, both written and verbal.
• Strong organizational and time‑management abilities.
• Attention to detail and accuracy in all tasks.
• Ability to multitask and prioritize tasks effectively.
• Professional demeanor and strong customer service skills.
• Familiarity with basic accounting principles is a plus.
• Ability to maintain confidentiality of sensitive information.
• Flexible schedule with availability for part‑time hours.
• Legal authorization to work in the United States.
• Demonstrated commitment and adherence to Phoenix House Mission, Vision, and Values: I CARE – For- Integrity, Collaboration Appreciation, Respect, Excellence, and Forward‑Thinking.

Job Details

• Job Type: Full‑time
• Pay: From $19.00 per hour
• Expected hours: 40 per week

Benefits

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule

Day shift; no nights.

Location

Dallas, TX 75219 – Relocate before starting work (Required). Work Location: In person.