Administrative Assistant

Front Desk Administrative Assistant

Location: Oakland, CA (Near Bart)
Schedule: Monday-Friday, 8:30 AM-5:00 PM
Work Arrangement: Onsite Monday-Thursday, Remote Fridays
Pay Rate: $30.00-$34/hour
Employment Type: Contract-to-Hire

Position Overview

The ideal candidate is professional, organized, customer-service oriented, and enjoys working in a collaborative environment. This individual will manage front desk operations, coordinate office administration functions, assist with special events, and provide ongoing support to leadership and program staff.

Key Responsibilities

Front Desk & Reception Support

• Serve as the primary point of contact for all guests, visitors, vendors, and community partners.
• Greet visitors in a friendly and professional manner while maintaining office security procedures.
• Manage visitor check-in processes and provide building access as needed.
• Answer and direct incoming phone calls, taking accurate messages and ensuring inquiries are routed appropriately.
• Maintain a welcoming and professional reception area at all times.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Coordinate outgoing mail and shipments.
• Support general office communication by assisting staff, visitors, and stakeholders with administrative inquiries.

Executive & Administrative Support

• Provide administrative assistance to leadership team members, including directors and managers.
• Assist with scheduling, meeting preparation, and coordination of internal activities.
• Maintain organized records, files, and office documentation.
• Support HR and administrative initiatives, including employee paperwork, onboarding logistics, and record maintenance.
• Create, update, and maintain spreadsheets, reports, and administrative documents.
• Assist with time-sensitive projects and special assignments as requested by leadership.

Office Operations & Facilities Coordination

• Order, track, and maintain office supplies and equipment inventory.
• Monitor supply levels and coordinate replenishment to ensure uninterrupted office operations.
• Support office organization, workspace readiness, and common area upkeep.
• Coordinate inventory and supply management for community service programs and related initiatives.
• Serve as a resource for facility-related requests and vendor coordination.

Event Planning & Program Support

• Assist with planning and execution of organizational events throughout the year.
• Coordinate event logistics, including room setup, materials preparation, signage, and supply management.
• Support vendor communication and event scheduling activities.
• Manage registration and guest sign-in processes for events and community gatherings.
• Track and distribute program-related materials and incentives.
• Provide hands-on support during events, including setup and breakdown activities.
• Assist with occasional evening or overtime event support during peak seasons.

Team & Community Engagement

• Collaborate closely with staff across multiple departments to provide administrative and operational support.
• Build positive relationships with youth participants, community members, partners, coaches, and case managers.
• Contribute to a positive, inclusive, and mission-focused workplace culture.
• Demonstrate flexibility and willingness to support evolving organizational needs.

Qualifications

Required Qualifications

• 3+ years of administrative, executive assistant, office coordinator, or front desk experience.
• Strong customer service and interpersonal communication skills.
• Professional demeanor with the ability to interact effectively with individuals at all levels.
• Experience managing multiple priorities in a fast-paced office environment.
• Proficiency with Microsoft Office Suite including Outlook, Word, Excel, and Teams.
• Excellent organizational skills and attention to detail.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Experience supporting leadership teams and cross-functional departments.
• Ability to successfully pass required background screenings and employment clearances.
• Commitment to supporting a mission-driven organization serving youth and young adults.

Preferred Qualifications

• Previous experience working in a nonprofit, education, social services, or community-based organization.
• Experience supporting HR or People Operations functions.
• Familiarity with event coordination and community outreach activities.
• Experience working with youth, young adults, or underserved populations.
• Bachelor's degree or equivalent combination of education and relevant work experience.

Professional Skills

• Strong verbal and written communication abilities
• Excellent customer service mindset
• High level of professionalism and discretion
• Strong time management and prioritization skills
• Ability to work independently and collaboratively
• Resourceful problem solver with a proactive approach
• Adaptable and flexible in a dynamic environment
• Positive, team-oriented attitude

Work Environment

This is a highly collaborative and community-focused environment where teamwork and flexibility are essential. The organization values individuals who are approachable, service-oriented, and passionate about making a positive impact. Employees regularly interact with community members, youth participants, program staff, and organizational leadership.

The ideal candidate enjoys being the go-to person in the office, takes pride in creating a welcoming atmosphere, and thrives in a role that balances front desk responsibilities with executive and administrative support.

Physical Requirements

• Ability to move throughout the office and navigate stairs regularly.
• Ability to lift, move, and organize office supplies, event materials, and deliveries.
• Ability to sit, stand, and use standard office equipment for extended periods.
• Ability to support event setup and breakdown activities as needed.

This is an excellent opportunity for an administrative professional seeking long-term growth within a purpose-driven organization that values collaboration, community impact, and professional development.

Equal Opportunity Employer/Veterans/Disabled

To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to https://www.lhh.com/us/en/candidate-privacy

The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act

• Los Angeles City Fair Chance Ordinance

• Los Angeles County Fair Chance Ordinance for Employers

• San Francisco Fair Chance Ordinance

Benefit offerings include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits, and 401K plan. Our program provides employees the flexibility to choose the type of coverage that meets their individual needs. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria.

Pay Details: $30.00 to $34.00 per hour

Search managed by: Tiffany Duong

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

Military connected talent encouraged to apply

To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to https://www.lhh.com/us/en/candidate-privacy

The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.