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Administrative Assistant

Since 1925 The Child and Family Guidance Center has been serving children and families. We provide culturally informed mental health care and complementary supports, regardless of ability to pay. If you would like to be a part of our team and make real difference in people’s lives. The Child and Family Guidance Center is currently seeking a full time Administrative Assistant.

The Administrative Assistant is responsible for providing high-level administrative and organizational support to the President and senior leadership. This role is central to ensuring efficient operations at the executive level, managing the President’s calendar and communications, supporting development and fundraising activities, and coordinating key leadership initiatives. The ideal candidate is highly organized, proactive, professional, and comfortable working in a fast-paced nonprofit healthcare environment with a high degree of confidentiality and discretion.

The selected individual will be responsible for but not limited to the following Essential Functions:

Manage and maintain the President’s complex calendar, including scheduling internal and external meetings, prioritizing commitments, and resolving conflicts.
Coordinate logistics for meetings, including preparing agendas, assembling materials, and taking minutes as requested.
Screen and route incoming calls, emails, and correspondence.
Draft and edit correspondence, reports, and presentations on behalf of the President.
Track deadlines, follow up on action items, and ensure timely completion of assignments.
Proactive and able to anticipate executive needs and handle situations with discretion.
Provide administrative support to members of the leadership team, including scheduling meetings and assisting with special projects.
Prepare and distribute materials for Board of Directors meetings.
Assist with data entry, reporting, and document preparation.
Support the Development Department with event planning and logistics for fundraising events and donor engagement activities.
Assist with event communications, invitation tracking, and RSVP management.
Coordinate vendors, venues, and day-of-event logistics as needed.
Support agency-wide initiatives and special projects.
Assist with internal communications and document formatting.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications:

Associate’s degree required, Bachelor’s degree preferred.
Minimum of 3–5 years of progressively responsible administrative experience.
Experience in a nonprofit, healthcare, or human services environment preferred.
Exceptional organizational and time management skills.
Strong written and verbal communication skills.
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms.
Ability to manage multiple priorities with attention to detail.
Bi-lingual Spanish (preferred)

EEO Statement: The Child and Family Guidance Center is an equal opportunity employer, and does not discriminate based on race, color, age, gender, national or ethnic origin, religion, sexual orientation, or physical disability.

Disclaimer: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

website: www.cfguidance.org

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