Job Title: Administrative Assistant

Location: Puerto Rico

Reports To: Office Manager

Position: Full time

Background

Centro de Apoyo Familiar – Center for Assistance to Families (CAF), a 501 (c)(3) non-profit organization with offices in Riverdale, MD, Falls Church, VA, Lawrence, MA and Washington DC. Since its initiation in 2006, CAF is committed to building healthy communities by providing social service referrals, counseling, education, and opportunities for economic empowerment to low-income Latino families in collaboration with the faith-based community.

Job Overview

The Administrative Assistant will provide high-level administrative support to CAF’s leadership and departments by handling a wide range of administrative tasks. This role involves managing schedules, coordinating events, handling communication, and maintaining organizational systems. The Administrative Assistant ensures that operations run efficiently while supporting various programs and initiatives.

 Key Responsibilities: 

1. Administrative Support: 

• Manage and coordinate schedules, appointments, and meetings for leadership.
• Prepare agendas, take detailed meeting minutes, and follow up on action items.
• Handle correspondence, emails, and phone calls in a timely and professional manner.
• Draft letters, reports, presentations, and other documents as needed.

2. Office Management: 

• Maintain organized filing systems (both physical and digital).
• Order office supplies and ensure the proper functioning of office equipment.
• Serve as the point of contact for vendors, maintenance, and IT services.
• Ensure the office environment is professional, welcoming, and operational.

3. Event Coordination: 

• Assist in the planning and execution of events, workshops, and community initiatives.
• Coordinate logistics, including venue booking, catering, materials, and participant communications.
• Oversee event registration and ensure necessary materials are prepared in advance.

4. Communication and Outreach: 

• Respond to inquiries from the public and provide relevant information about CAF programs.
• Support communication between departments, ensuring seamless information flow. 

• Assist with the preparation and distribution of newsletters, announcements, and promotional materials.

5. Financial and Record Keeping:

• Track expenses, process invoices, and manage financial documentation in coordination with the finance team.

• Maintain accurate records of donations, grants, and other financial activities.
• Assist in preparing budget reports, grant applications, and donor correspondence.

6. Program and Project Support:

• Assist program managers with administrative tasks, data entry, and reporting.
• Support volunteer and staff recruitment efforts by handling documentation and scheduling.
• Maintain databases of program participants, partners, and stakeholders.

7. Human Resources Support:

• Assist in onboarding new employees by preparing materials and organizing orientations.
• Maintain staff records and ensure compliance with HR policies.
• Manage timesheets, leave requests, and employee benefits documentation.

Key Competencies:

• Professionalism and interpersonal skills.
• Problem-solving abilities and resourcefulness.
• Initiative and ability to work independently.
• Team player with a collaborative mindset.
• Strong customer service orientation.
• Ability to handle sensitive information with discretion.

Qualifications:

· Education: Bachelor’s degree in Business Administration, Office Management, or a related field.

· Experience: Minimum of 2-3 years in administrative roles, preferably in a non-profit or community-based

organization.

 Skills:

• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace.
• Ability to handle sensitive information with confidentiality.
• Bilingual (English and Spanish) preferred but not required.

Submissions: Interested applicants please send a resume to Marel Ayala (mayala@mycaf.org).

Centro de Apoyo Familiar (CAF) is an Equal Opportunity Employer.