Administrative Assistant - Bilingual

Hamilton Families; San Francisco (CA); On-site; USD 57,000 - 64,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

403(b) retirement plan

Wellness program

Commuter benefits

Paid time off

Holidays

Job summary

Hamilton Families, a San Francisco nonprofit dedicated to ending family homelessness, seeks an Administrative Assistant to support multiple departments and maintain a welcoming office environment. You will greet visitors, manage files, assist with IT issues, coordinate events, and help onboarding/offboarding processes.

The role requires strong organizational and communication skills, ensuring accurate task execution, timely responses, and collaboration across teams in a fast-paced setting.

Qualifications

• Experience in administrative roles with office systems.
• Strong organizational and time-management abilities.
• Excellent written and verbal communication.
• Detail-oriented with proactive problem solving.
• Proficient in MS Office, Slack, and Asana; basic IT troubleshooting.
• Ability to work with diverse staff; flexible schedule for events.
• Able to lift up to 50 pounds and climb stairs as needed.

Responsibilities

• Provide administrative support to ensure efficient office operation.
• Greet visitors and direct them appropriately.
• Organize internal files and database management.
• Serve as first point of contact for facilities IT issues.
• Operate phone system and mainline communications.
• Plan and promote office events and meetings.
• Manage office supplies and inventory.
• Draft communications and distribute mail and documents.
• Assist onboarding/offboarding and coordinate with teams.

Skills

MS Office

Slack

Asana

Communication

Organizational skills

IT troubleshooting

Bilingual Spanish/English

Tools

Driver's license

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Regular Full Time San Francisco, CA, US

2 days ago Requisition ID: 1571

Hamilton Families

Our mission is to end family homelessness in the San Francisco Bay Area. We believe that the San Francisco Bay Area is at its best when people from all backgrounds can start a life here, raise a family here, and thrive here.

Hamilton Families envisions a Bay Area where housing is accessible and affordable, where homelessness is rare, brief, and nonrecurring, and where all people and families have a safe and stable place to live. Established in 1985, Hamilton Families is San Francisco's leading nonprofit social service provider to families experiencing homelessness, with carefully designed programs to prevent family homelessness, provide emergency shelter and transitional housing to families in times of need, support the well-being of children who experience homelessness, and quickly return families to safe and stable housing providing them the resources and case management needed to achieve long-term housing stability. We currently operate these programs across multiple sites in San Francisco and the Greater Bay Area.

Position Overview

Under the direction of the Chief Operating Officer, the Administrative Assistant performs a variety of administrative, receptionist, and clerical tasks to ensure efficient operation of the office. Duties include providing support to our managers and employees in administrative departments (e.g., Finance, HR, Development, and IT), assisting in daily office needs, and managing tasks related to organization and communication in an accurate and timely manner. Hamilton Families is looking for a master multi-tasker with excellent communication skills and an upbeat attitude to ensure that we provide excellent service to the families we serve, while providing comfortable, safe, and welcoming work environments to staff, visitors, and volunteers.

Primary Duties and Responsibilities

• Provides administrative support to ensure efficient operation of our Mission office.
• Serves visitors by greeting, welcoming and directing them appropriately.
• Organize and manage internal tools and files (clerical tasks and database management).
• First point of contact for basic facilities issues, IT support and troubleshooting.
• Operates phone system and manages mainline of organization.
• Planning, scheduling, and promoting office events, including meetings, conferences, interviews, orientations, celebrations, and training sessions.
• Ensures operation of office equipment and fleet of vehicles by completing preventive maintenance requirements, managing repairs, and auditing inventories.
• Maintain office supplies by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
• Preparing common areas such as meeting rooms, kitchens and restrooms.
• Draft office and organization wide communications. Write and distribute mail, memos, letters, faxes, and forms.
• Collect, sort and distribute inbound mail for the office.
• Submit expense reports and income logs.
• Assist in the onboarding and offboarding processes for employees.
• Collaborate with various teams across the organization.
• Keep abreast of all organizational changes.
• Other administrative projects as assigned.

Qualifications, Skills and Abilities

• Prior experience in related field with administrative systems and staff.
• Time, task, and resource management skills with proven organizational skills.
• Strong problem solving, critical thinking, interpersonal, and verbal and written communication skills.
• Detail oriented and able to anticipate the needs of others to ensure their seamless and positive experience.
• Proficiency with computers (especially knowledge of MS Office, Slack, and Asana) and comfort with basic IT troubleshooting.
• Ability to work with people from a variety of backgrounds including low-tech experienced staff members.
• Able to work a varying schedule based on events, including outside business hours.
• Essential functions of the position may require the use of a telephone, working at a standard computer terminal, and the ability to follow reasonable ergonomic recommendations, sit, kneel, stand, drive, or walk for long periods, reach, bend, lift, carry up to 50 pounds, and ability to climb stairs as needed.
• Valid CADL and clean DMV record; able and willing to travel locally as needed.
• Criminal background check, fingerprint imaging, TB (Tuberculosis) clearance, and documentation required post offer.

We encourage applicants to apply even if they feel they do not meet all the listed criteria. We value diverse perspectives and believe in the potential for growth and development within our team. Your unique skills and experiences may be exactly what we need to succeed together.

Why Choose Us

• Criminal background check, fingerprint imaging, TB (Tuberculosis) clearance, and documentation required post offer.
• Our commitment to welcome all individuals creates a richness of viewpoints and keen ability to challenge established thinking
• Enjoy excellent medical, dental, and vision coverage
• Employer matched 403(b) retirement plan
• Wellness and commuter benefit programs
• Paid time off and holidays

Our Values

• Employer matched 403(b) retirement plan
• Wellness and commuter benefit programs
• Resourceful
• Helpful/"Yes, And"
• Growth mindset
• Data Informed
• EDI: Equitable, Diverse, and Inclusive

Compensation: $27.50 per hour

Bilingual: Spanish and English

Position Type: Full-time, Non-Exempt

Union Representation: No

Schedule: 40 hours/ week; onsite 9:00am – 5:30pm

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Hamilton Families is proud to be an Equal Employment Opportunity employer. Equity, diversity, and inclusion are central to our organization. We actively seek and prioritize diversity in our teams. We welcome applications from people with a variety of backgrounds and ages, including people of color, candidates with lived experiences, candidates in the LGBTQ+ community, and candidates who identify personally at any part of the gender spectrum. Additionally, we are committed to working with and providing reasonable accommodations for individuals with disabilities.