Administrative Assistant

Job Summary

We are looking for a dedicated Administrative Assistant who will be responsible for creating a safe, positive, and encouraging atmosphere for all staff, incoming visitors, contractors, and potential clients. They will also manage day-to-day administrative tasks to ensure smooth company operations and provide administrative support to all programs. 

Duties and Responsibilities

• Manage and route all incoming phone calls, inquiries, visitors, and correspondence to the appropriate internal departments.
• Manage complex office administrative work requiring the use of independent judgment and initiative
• Provide clerical support including mailing, scanning, faxing, and copying to management
• Ensure the reception area is tidy and welcoming
• Monitor office supplies as needed and ensure the availability of necessary office resources
• Complete initial referral for intake of potential clients
• Manage the office calendar and schedule conference rooms for all meetings, interviews, and orientation sessions.
• Maintain the books to ensure that they remain updated with licensure requirements.
• Maintain email distribution lists and send company communications on company events, meetings, and safety tips periodically
• Coordinate with IT for equipment setup, maintenance, and repairs
• Assist with maintaining, filing & creating personnel folders/binders, as needed
• Perform data entry, creating and maintaining spreadsheets
• Maintain records of health and safety incidents
• Assist departments before and during audits & compliance checks
• Receive and interact with incoming visitors, potential clients, and office staff
• Be compassionate, patient, encouraging, supportive, and professional at all times
• Participate in meetings and in-service training as directed
• Occasionally leave the office to deliver/return packages to UPS, transport fire extinguishers, and carry out tasks assigned by the Assistant Executive Director that require being outside the office.

Education & Other Certificates

• The position requires a minimum of a High School Diploma.
• An associate’s or some college degree is preferred
• Valid CPR/First Aid – Otherwise, must obtain this within one month of employment.

Experien

• This job requires a minimum of one year of work experience in an administrative or clerical role
• Two years of experience in a customer service or receptionist position or in a similar role is preferred.

Skills, Knowledge & Abilities

• Microsoft Office Suite (Word, Excel, and PowerPoint)
• Working Knowledge of Google Workspace (Docs, Sheets, Calendar)
• Experience with office equipment such as fax machines, scanners, copiers, and multi-line phone systems
• Strong writing skills for drafting emails, memos, and other correspondence
• Clear and professional communication with clients, visitors, and staff
• Ability to interact politely and effectively with diverse groups of people
• Maintaining a professional demeanor and appearance
• Demonstrated ability to handle a wide range of administrative tasks with increasing responsibility

Schedule

• Monday to Friday, 8 am - 4 pm

Additional Perks

• Sign-on bonus of $250, payable upon completion of an 180-day introductory period and
• contingent upon satisfactory performance.
• Day Off on Birthday
• Company-sponsored events
  Career advancement opportunities

About Reese Family Services

Reese Family Services is a trusted provider of person-centered services for individuals with intellectual and developmental disabilities throughout Virginia. We offer Sponsored Residential, In-Home Supports, Supportive Living, Community Engagement, and Group Day services designed to promote independence, inclusion, and a high quality of life.

At Reese Family Services, we believe every individual deserves to be treated with dignity, respect, and compassion. Our team is committed to providing exceptional care while maintaining the highest standards of ethics, human rights, confidentiality, and regulatory compliance.

When you join Reese Family Services, you become part of a team that is passionate about making a meaningful difference in the lives of the individuals and families we serve.