Administrative Assistant

Job Description

Job Description

Position Overview:

Reporting to the Chief Operating Officer the Administrative Assistant will work closely with staff of Meryl’s Safe Haven supporting shelter sites in Worcester and will provide support to ensure efficient operation in the office environment. This role involves multi-tasking between front desk responsibilities and assisting staff as needed.

Key Job Duties and Responsibilities Include:

• Serve as the first point of contact by managing the front desk, greeting families and visitors, and responding to incoming phone calls and inquiries
• Perform core administrative functions including filing, data entry, document management, appointment scheduling, and inventory tracking
• Provide administrative and scheduling support to the Chief Operating Officer (COO) and Service Coordinator, including coordination of family appointments and program activities
• Prepare and assist with correspondence, reports, and presentations to support organizational operations
• Maintain accurate records through the use of computerized systems and databases, ensuring timely and compliant data entry
• Deliver high-quality customer service by ensuring proper sign-in/sign-out procedures and a welcoming, professional environment
• Support program operations by assisting staff with tasks such as new family orientation, room checks, and completion of required documentation as needed
• Monitor inventory levels and coordinate ordering of office and program supplies to ensure continuity of operations

Qualifications & Requirements:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Human Services, or a related field preferred
• Minimum of 1–3 years of administrative, office support, or customer service experience required
• Experience working in a human services, shelter, healthcare, or nonprofit environment preferred
• Strong organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and comfort with database systems, data entry, and electronic recordkeeping
• Excellent written and verbal communication skills, including professional phone and email etiquette
• Demonstrated ability to maintain confidentiality and handle sensitive information in a professional manner
• Strong attention to detail and accuracy in documentation, scheduling, and reporting
• Ability to work both independently and collaboratively as part of a multidisciplinary team
• Professional demeanor with a strong customer service orientation when interacting with families, staff, and external partners
• Ability to adapt to changing priorities and support operational needs, including coverage of front desk responsibilities and open shifts as needed
• Reliable attendance and punctuality in alignment with organizational expectations

Preferred:

• Bilingual (Spanish/English or other languages relevant to the population served) preferred
• Familiarity with HMIS, ETO, or similar case management/data systems a plus
• Experience supporting executive-level staff or coordinating schedules across multiple stakeholders preferred