Administrative Assistant — Growth, Impact & Full-Time

AbilityFirst; Pasadena (CA); On-site; USD 28,000 - 39,000; Full time

Benefits offered by this job

comprehensive health coverage

403b with agency contribution

vacation/sick time

weekly meditation/mindfulness

professional development opportunities

Job summary

AbilityFirst in Pasadena, CA is seeking an Administrative Assistant (Full-Time) to support front-office operations and program activities. The role reports to the Program Director and requires strong organizational and computer skills, with occasional weekends as needed.

The position entails answering phones, coordinating communications, maintaining participant and staff files, and assisting with HR, events, and financial reporting.

Qualifications

• High school diploma or equivalent required.
• 1–2 years of administrative assistant experience preferred.
• Strong organizational and computer skills including Microsoft Office are required.
• Detail-oriented with good documentation practices.
• Must be able to work with diverse groups and communicate effectively.

Responsibilities

• Answer phones and guide volunteers on call protocols and program information.
• Process and check mail.
• Schedule and set up meetings, intakes, and interviews using team calendars.
• Prepare meeting materials and documents.
• Lead tours for families and community partners.
• Maintain files and ensure regulatory compliance.
• Assist with onboarding and HR-related tasks.
• Support financial reporting and donations processing.

Skills

Administrative experience

MS Office

Communication skills

Attention to detail

Driver's license (pref)

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

AbilityFirst in Pasadena, CA is seeking an Administrative Assistant (Full-Time) to support front-office operations and program activities. The role reports to the Program Director and requires strong organizational and computer skills, with occasional weekends as needed.

The position entails answering phones, coordinating communications, maintaining participant and staff files, and assisting with HR, events, and financial reporting.