Administrative Assistant

Mycaf; Northern (KY); Hybrid; USD 32,000 - 40,000; Full time

Job summary

Centro de Apoyo Familiar – Center for Assistance to Families (CAF) is seeking an Administrative Assistant to provide high-level administrative support to CAF’s leadership and departments. You will manage calendars, coordinate events, handle communications, and maintain organizational systems to ensure smooth operations.

The role requires strong organizational and communication skills, proficiency with Microsoft Office and Google Workspace, and the ability to handle confidential information.

Qualifications

• Bachelor’s degree in Business Administration, Office Management, or a related field.
• 2–3 years in administrative roles, preferably in a non-profit or community-based organization.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office and Google Workspace.
• Bilingual English and Spanish preferred but not required.

Responsibilities

• Manage schedules, appointments, and meetings for leadership.
• Coordinate events, workshops, and community initiatives.
• Handle correspondence, emails, and phone calls professionally.
• Draft letters, reports, and presentations as needed.
• Maintain filing systems and coordinate with vendors, IT, and facilities.
• Assist in onboarding new employees and HR documentation.

Skills

Organizational skills

Time management

Verbal communication

Written communication

Confidentiality

Bilingual EN/ES

Education

Bachelor's degree in business administration

Tools

Microsoft Office

Google Workspace

Job description

Centro de Apoyo Familiar – Center for Assistance to Families (CAF), a 501 (c)(3) non-profit organization with offices in Riverdale, MD, Falls Church, VA, Lawrence, MA and Washington DC. Since its initiation in 2006, CAF is committed to building healthy communities by providing social service referrals, counseling, education, and opportunities for economic empowerment to low-income Latino families in collaboration with the faith-based community.

Job Overview

The Administrative Assistant will provide high-level administrative support to CAF’s leadership and departments by handling a wide range of administrative tasks. This role involves managing schedules, coordinating events, handling communication, and maintaining organizational systems. The Administrative Assistant ensures that operations run efficiently while supporting various programs and initiatives.

Key Responsibilities:

• Administrative Support:
• Manage and coordinate schedules, appointments, and meetings for leadership.
• Prepare agendas, take detailed meeting minutes, and follow up on action items.
• Handle correspondence, emails, and phone calls in a timely and professional manner.
• Draft letters, reports, presentations, and other documents as needed.
• Office Management:
• Maintain organized filing systems (both physical and digital).
• Order office supplies and ensure the proper functioning of office equipment.
• Serve as the point of contact for vendors, maintenance, and IT services.
• Ensure the office environment is professional, welcoming, and operational.
• Event Coordination:
• Assist in the planning and execution of events, workshops, and community initiatives.
• Coordinate logistics, including venue booking, catering, materials, and participant communications.
• Oversee event registration and ensure necessary materials are prepared in advance.
• Communication and Outreach:
• Respond to inquiries from the public and provide relevant information about CAF programs.
• Assist with the preparation and distribution of newsletters, announcements, and promotional materials.
• Financial and Record Keeping:
• Track expenses, process invoices, and manage financial documentation in coordination with the finance team.
• Maintain accurate records of donations, grants, and other financial activities.
• Assist in preparing budget reports, grant applications, and donor correspondence.
• Program and Project Support:
• Assist program managers with administrative tasks, data entry, and reporting.
• Support volunteer and staff recruitment efforts by handling documentation and scheduling.
• Maintain databases of program participants, partners, and stakeholders.
• Human Resources Support:
• Assist in onboarding new employees by preparing materials and organizing orientations.
• Maintain staff records and ensure compliance with HR policies.
• Manage timesheets, leave requests, and employee benefits documentation.
• Professionalism and interpersonal skills.
• Problem-solving abilities and resourcefulness.
• Initiative and ability to work independently.
• Team player with a collaborative mindset.
• Ability to handle sensitive information with discretion.

Qualifications:

Education: Bachelor’s degree in Business Administration, Office Management, or a related field.

Experience: Minimum of 2-3 years in administrative roles, preferably in a non-profit or community-based

organization.

Skills:

• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace.
• Ability to handle sensitive information with confidentiality.
• Bilingual (English and Spanish) preferred but not required.

Centro de Apoyo Familiar (CAF) is an Equal Opportunity Employer.