Administrative Coordinator

2 weeks ago

Irvine, California, United States Catalyst Kids Full time
Job Summary

Catalyst Kids is seeking a highly organized and detail-oriented Administrative Assistant to join our team. As an Administrative Assistant, you will play a vital role in ensuring the daily operational efficiency of our office, supporting our professional staff, and facilitating effective communication with regional programs and centers.

Key Responsibilities
  • Administrative Support: Provide administrative support to our team, including answering phones, greeting visitors, copying, filing, coordinating meetings and schedules, managing meeting room requests, distributing mail, and maintaining office supplies.
  • Communication: Communicate effectively with customers and vendors to meet their needs and answer their questions.
  • Mail and Document Management: Manage incoming and outgoing mail through multiple channels, keep office mailboxes up to date, and support document retention for our office and programs.
  • Contact Lists and Inventory: Create, maintain, and distribute contact lists to our regional offices and programs, track office inventory, and submit annual inventory reports.
  • Purchase Orders and Vendor Management: Place purchase orders for office supplies and special requests from departments, manage relationships with outside vendors, and coordinate shipping and printing needs.
  • Project Support: Support various short-term and long-term projects assigned by our Executive Business Partner, including formatting, editing, and printing documents, planning events, and coordinating office activities.
  • Event Coordination: Coordinate office meetings and events as needed, including planning, setup, and execution.
  • Culture and Relationships: Foster an intentional culture that is mission-aligned, creative, performance-driven, generative, and well-regarded externally and internally, and build and cultivate organizational relationships to anticipate and problem-solve staff needs efficiently.
  • Visitor Services: Greet all visitors to the front desk, welcoming, offering support, and directing them appropriately.
Requirements
  • Education: High School Diploma or GED equivalent; Associate's degree preferred.
  • Experience: Minimum one year of experience in an administrative or general clerical role.
  • Skills: Exceptional customer service orientation, experience managing vendor relationships, excellent organizational and communication skills, maturity, professionalism, and good common sense, proficiency in MS Office programs, ability to work independently, and ability to handle large projects.
What We Offer
  • Medical, Dental, and Vision Benefits
  • Life, Accidental Death & Dismemberment (AD&D), and Long-Term Disability (LTD) employer-paid coverage
  • 401(k) Retirement plan and Employee Assistance Program (EAP)
  • Personal Health Advocate
  • Paid vacation, sick time, and holidays
  • Education Reimbursement Program
  • Commuter pre-tax benefit
  • Discounted childcare
  • Access to the Calm app
  • Tickets at Work employee discounts
  • Professional growth and development opportunities

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