The Administrative Assistant serves as the face of the organization, managing all front desk operations while upholding established protocols and delivering exceptional customer service. This position provides key administrative support to ensure the smooth and efficient functioning of the Administration and Operations department.

Key Responsibilities

• Coordinate office supply requests and track inventory via spreadsheets.

• Work with Finance on purchase orders for supplies and equipment.

• Manage supplies stocking throughout the office and distribute Kafe and office supplies on both floors.

• Assist with assembling basic office equipment following quality control standards.

• Support the Front Desk team, including setting up new employees (workstations, supplies).

• Assist walk-in clients using RCAP’s Language Access Plan (LAP) service.

• Manage appointment scheduling and maintain calendars for conference rooms and shared spaces.

• Handle all incoming and outgoing mail distribution.

• Organize and maintain electronic and physical filing systems for front desk records.

• Support internal events (holiday parties, meetings, organizational functions).

• Backup the front desk as needed.

• Assist program staff and management with special projects or administrative tasks.

• Maintain confidentiality of client files and records.

• Lead with RCAP’s values: Integrity, Empathy, Empowerment, Pride, and Passion.

• Perform other duties as assigned 

Experience Requirements

• Minimum 2+ years in administration, front desk, receptionist, or customer service roles.

• Ability to multitask, prioritize, and stay organized in a fast-paced, client-facing environment.

• Experience operating multi-line phone systems and managing high call volumes.

• Strong clerical and administrative skills (data entry, record-keeping, document management).

• Proficiency in Microsoft Office (Word, Excel, Outlook) and administrative software.

• Strong analytical, troubleshooting, organizational, and problem-solving skills