Administrative/Operations Assistant

Thecentersohio; Cleveland (OH); On-site; USD 34,000 - 42,000; Full time

Job summary

The Centers is seeking an Administration/Operations Assistant to serve as the Front Desk contact and provide essential administrative and operational support to the Administrative Office in Cleveland, OH. You will help create a welcoming, efficient environment for visitors and staff while handling routine office tasks and document management.

Reporting to the Executive Support Supervisor, the role requires at least 2 years in administrative support or customer service, excellent communication

Qualifications

• Proven verbal and written communication with internal and external stakeholders.
• Strong organization and multitasking in a fast-paced environment.
• Proficiency with computers and standard office equipment; MS Office familiarity.

Responsibilities

• Greet visitors and callers as the Front Desk contact and direct to the appropriate staff.
• Sort, distribute and post incoming/outgoing mail across departments and locations.
• Maintain filing systems (paper and electronic) for documentation and retrieval.
• Process outgoing checks in collaboration with Finance.
• Reconcile expense accounts and prepare reports for leadership.
• Coordinate office supplies and manage inventory.
• Provide scheduling and calendar support for senior leadership.
• Support catering and conference space management for meetings and events.

Skills

Verbal communication

Written communication

Organizational skills

MS Office

Confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Nancy Lyon Porter Building, 4500 Euclid Ave, Cleveland, OH 44103, USA

About the Role

The Administration/Operations Assistant is a vital presence at the heart of our organization. Reporting to the Executive Support Supervisor, this role serves as the primary point of contact at our Front Desk — the first face and voice that visitors, partners, and community members encounter when engaging with The Centers. You will provide professional administrative and operational support to the Administrative Office while helping to create a welcoming, courteous, and efficient environment for all.

This is a role for someone who takes pride in the details, thrives in a dynamic environment, and understands that exceptional administrative support is what allows mission‑driven work to move forward.

What You'll Do

Front Desk & Communications

• Serve as the welcoming first point of contact for all visitors, directing them to the appropriate staff in a friendly and professional manner
• Answer and route all incoming calls to the appropriate parties
• Maintain the daily Front Desk sign-in sheet and Front Desk Information binder, ensuring accuracy and timely updates

Mail & Document Management

• Sort, distribute, and post incoming and outgoing mail across departments and multiple locations
• Notify staff of package deliveries
• Manage and maintain organized paper and electronic filing systems for accurate documentation and timely record retrieval
• Support the timely processing of outgoing checks in collaboration with the Finance Department

Administrative & Operational Support

• Reconcile expense accounts and prepare related reports for senior leadership and the executive team
• Coordinate office supply ordering and maintain inventory
• Provide scheduling and calendar support for senior leadership
• Support catering coordination and conference space management for meetings and events

Other duties as assigned

What You Bring

Education: High school diploma or equivalent required

Experience

• Minimum of 2 years of experience in administrative support or a customer service function
• Demonstrated ability to work effectively across all levels of the organization and with the public

Skills

• Effective verbal and written communication skills with internal and external stakeholders
• Strong organizational skills and the ability to multitask in a fast‑paced environment
• Proficiency with personal computers and standard office equipment
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams, and related tools)
• Proven ability to handle highly confidential and sensitive information with discretion

Working Conditions

This role operates in a professional office environment using standard office equipment. The position requires extended periods of sitting as well as standing, walking, and the use of hands and arms. Candidates should be able to bend, reach, and move or sort packages weighing up to 20 lbs.

*This job description is not intended to be a complete list of all responsibilities, duties, or skills required and is subject to change with or without notice in accordance with the needs of The Centers.

The Centers is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law.