Administrative Assistant

ABOUT LIFEMOVES

LifeMoves is the largest and most effective provider of interim housing and services for homelessness in Silicon Valley since 1987. Our mission is to end homelessness by providing interim supportive housing, tailored services, and building collaborative partnerships. With over two dozen interim supportive housing communities and more on the way, LifeMoves gives our neighbors experiencing homelessness with a temporary place to call home while offering intensive, customized case management through site-based programs and community outreach.

POSITION PURPOSE

This Administrative Assistant role is part operations support and part HR support and reports to the VP of HR. This position provides high-level administrative and clerical support to ensure the efficient operation of the organization. They are accountable for answering the office front door, receiving packages, sorting and delivering mail, scanning documents, scheduling conference rooms, answering our main office’s phone and supporting staff and callers with a positive and helpful demeanor. This Administrative Assistant plays a key role in supporting daily office functions, including light cleaning duties and restocking food and supplies. They will also help with filing HR paperwork, data entry and other special projects for the HR and Operations teams.

The ideal candidate is proactive, highly organized, and approachable. They are interested in learning about human resources and trauma informed practices. They naturally de-escalate situations and take privacy and confidentiality seriously.

This role is an on-site role working in our Santa Clara Administrative Office.

ESSENTIAL JOB RESPONSIBILITIES

• You will be the first point of contact for our Administrative site: You will sit at the front desk and meet and greet visitors, answer incoming calls and transfer them appropriately.
• Provide administrative support for the Admin office and HR team.
• Represent the organization to the public by greeting visitors, answering phone calls, and responding to requests for assistance with positivity and support.
• Provide callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.
• Answer incoming calls and deliver messages to clients and staff using all methods necessary (ex. Google Chat, texting, emails, phone calls, hand written notes, etc).
• Maintain and update voicemail menu.
• Receive phone calls and in-person visits for donations.
• Keep accurate records of donated items: monetary and in-kind.
• Keep accurate records of deposits and withdrawals in savings program. Keep forms in logbook up-to-date.
• Complete clerical duties such as photocopying, scanning, faxing, filing and collating, sorting and distributing mail.
• Complete data entry and other special projects for the HR and Operations teams as requested.
• Schedule pick-ups for our maintenance team.
• Schedule meetings and conference rooms for leaders throughout the organization.
• Assists in the ordering, receiving, stocking and distribution of office supplies.
• Clean and restock the kitchen at the end of each day. Make coffee and empty the dishwasher each morning.
• Attend HR meetings as requested.
• Other duties as assigned.

QUALIFICATIONS

• Minimum two years of experience in-office administrative work environment.
• Ability to effectively communicate with a variety of people: unhoused individuals, current LifeMoves clients, staff, leaders, donors, the press, volunteers & Board of Directors.
• Proficient in Microsoft Office, Zoom, Gmail and excellent at learning new technology platforms.
• Spanish speaking is strongly preferred.

COMPETENCIES

Professional Communication & Customer Service: Communicates clearly, respectfully, and helpfully with visitors, callers, clients, donors, and staff. Creates a welcoming experience and directs people to the right resources.

Organization & Attention to Detail: Keeps tasks, records, and materials organized and accurate. Handles mail, paperwork, and administrative processes with consistency and care.

Dependability & Time Management: Arrives prepared, completes responsibilities on time, and follows through on assigned tasks. Manages multiple priorities to help the office run smoothly.

Teamwork, Initiative & Willingness to Learn: Supports teammates with a positive attitude and helps where needed. Takes initiative, welcomes feedback, and shows interest in learning new systems and practices.

ADDITIONAL REQUIREMENTS

This position is contingent upon:

• Satisfactory results of a background check
• Submitting proof of clear TB test results. Results dated within 60 days prior to hire date are acceptable.

SUPERVISORY RESPONSIBILITIES

N/A

TRAVEL REQUIREMENTS

N/A

PHYSICAL DEMANDS

The physical demands described here represent those that an employee must meet to perform the essential functions of this position successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk, hear, and communicate with both adult professionals. The employee must frequently use hands or fingers and handle or feel objects, tools, or controls. The employee must frequently stand, walk, sit, and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities this position requires include close vision, distance vision, and the ability to adjust focus

COMPENSATION AND BENEFITS

This rewarding role offers a competitive annual base salary and an opportunity to participate in the LifeMoves benefits package.

LifeMoves is an equal opportunity employer (EOE) committed to building a culturally diverse staff representing the communities we serve. We provide equal employment opportunities to all individuals without regard to age, race, color, religion, sex, national origin, political affiliation, marital status, physical or mental disability (non-disqualifying), sexual orientation, membership or non-membership in an employee organization, personal favoritism, lived experiences or any other non-merit-based factor. Candidates who are bilingual/bi-cultural, of color, Native/Indigenous, with disabilities, who identify as LGBTQIA+, or who are members of other marginalized groups are strongly encouraged to apply. We aim to create and sustain inclusive, equitable, and welcoming environments where everyone can thrive.

This job description is not intended to be a complete list of all responsibilities, duties, or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of LifeMoves. Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties, and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the job holder’s responsibility.

If you require disability accommodation during the application process, please contact the Human Resources Department at (650) 685-5880.