Administrative Assistant

Hope for the Future, Inc.; Oklahoma City, Northern (OK, KY); Hybrid; USD 19,000 - 28,000; Full time

Job summary

Hope for the Future, Inc. is seeking an Administrative Assistant to support daily operations at the Visitation Center in Oklahoma City.

You will greet visitors, manage front desk communications, organize records, and assist with visitation logistics to ensure smooth family engagements. The role requires strong communication, attention to detail, and reliability to uphold a welcoming, trauma-informed environment for families.

Qualifications

• High school diploma or equivalent required.
• Experience in business administration, HR, social studies or related field preferred.
• Strong computer skills with MS Office, Excel, Gmail and Google programs.
• Excellent written and verbal communication with diverse stakeholders.

Responsibilities

• Greet guests at front desk and manage visitor flow.
• Answer calls/emails and direct to appropriate staff.
• Maintain daily office schedule and organize records.
• Coordinate visitation logistics and staff communications.
• File family client documentation accurately and timely.
• Prepare monthly case log reports and support meetings.
• Coordinate volunteer duties and track hours.
• Maintain physical and digital office records.
• Attend meetings and trainings as needed.

Skills

Communication skills

Organizational skills

Multitasking

Interpersonal skills

Attention to detail

Flexibility

Education

High school diploma or equivalent

Tools

MS Office

Excel

Gmail

Google Workspace

Databases

Job description

Administrative Assistant

Are you passionate about making a meaningful impact on families in need through your work? Do you aspire to be part of a team dedicated to seeing families thrive, heal, and reunite?

At Hope for the Future Visitation Center, our mission is to provide a safe, welcoming, home‑like setting where children in foster care engage in court‑ordered, supervised visitations and stay connected with their families. Through organized visits, we provide spaces for family time to build trust and improve relationships, aiming for better futures. Our home‑like environment fosters connection, healing, and relationship restoration. Guided by a mission rooted in dignity, hope, and belonging, we believe every child deserves to be seen, celebrated, and supported.

POSITION OVERVIEW

Our Administrative Assistant plays a key role in ensuring smooth daily operations for our visitation center. This position supports staff, families, and visitors by managing front‑desk communication, maintaining organized records, and coordinating schedules and documentation with accuracy and care.

The Administrative Assistant helps create a welcoming, trauma‑informed environment by greeting guests, assisting with visitation logistics, and supporting staff with essential administrative tasks. With strong communication skills, attention to detail, and a dependable, service‑oriented approach, this role helps uphold the integrity, efficiency, and professionalism of our organization.

KEY RESPONSIBILITIES

Greets guests and clients at the office front desk.

Answers telephone calls and emails from professionals and clients and directs them to the appropriate staff.

Maintains, organizes, and prints the daily office schedule.

Coordinates with other staff to maintain clean and organized visitation rooms.

Process Visitation Request forms and schedule meetings/visitation.

Appropriately and timely file documentation of all family clients.

Report all issues and concerns to the Office Manager and/or Executive Director.

Create and maintain monthly case log reports.

Coordinate volunteer duties and hours.

Maintain office records virtually and physically.

Attend all meetings and trainings as needed.

QUALIFICATIONS AND REQUIREMENTS

High school diploma or equivalent. (Required)

Experience in business administration, human resources, social studies, or a relevant field. (Preferred)

Strong computer skills, including proficiency with databases, MS Office (especially Excel), Gmail, and other Google programs.

Strong written and verbal communication skills to produce reports, accept instructions, handle case files, and communicate effectively with diverse people.

Organization and the ability to multitask to complete various tasks.

Flexibility to help adjust to new tasks should the company or office need to change.

Interpersonal skills to interact positively with all employees, clients, and organization stakeholders daily.

Attention to detail to ensure tasks are completed thoroughly and correctly.

COMPETENCIES

Integrity — The job requires being honest and ethical.

Stress Tolerance — The job requires accepting criticism and dealing calmly and effectively with high‑stress situations.

Dependability — The job requires being reliable, responsible, dependable, and fulfilling obligations.

Initiative — The job requires a willingness to take on responsibilities and challenges.

POSITION REPORTS TO: Office Manager/Executive Director
SALARY: $17.00 per hour.
POSITION TYPE: Full‑Time
JOB CATEGORY: Administrative

What city will this job located in? Oklahoma City, OK