Administrative Assistant


Perform general duties of administration, customer service and staff support. Support families in Safe Haven programs and families in need requesting services, as well as donors, volunteers, board members, and staff. Requires ability to take initiative and multi-task, with an excellent attention to detail, and a strong customer service orientation.


  • Schedule, receive, process, sort and inventory all donations and supply deliveries
  • Set up meetings (including ordering food for guests and staff) in the conference room by configuring tables and chairs, preparing A-V equipment and refreshments, keeping the area tidy, and stocked
  • Train front desk volunteers on customer service policies and procedures, answering phones, answering the door, intake of donations, and individuals/families requesting and needing services
  • Ensure that appropriate inventory is available for clients by monitoring inventory counts, ordering new household items as needed, and keeping appropriate records
  • Work with volunteers to create housing kits, cleaning kits, and bedding for shelter move-ins
  • Create bi-weekly report of real estate comparisons
  • Generate landlord exit letters as needed
  • Sort/distribute physical mail
  • Greet visiting upstairs or downstairs guests and vendors, directing them to the appropriate party and offering referral information to those without an appointment who are requesting other services
  • Keep downstairs areas organized and stocked (including conference room, lobby, restrooms, staff kitchen and supply areas)
  • Distribute Core Value Shout-Out Cards
  • Record and organize the master schedule of meetings both in Outlook and on the physical calendar
  • Answer and direct phone calls and voicemails to their proper extension, while providing callers with accurate and appropriate information
  • Process donated vehicles
  • Monitor building cameras to ensure safety of clients and staff
  • Handle all Instacart orders for program team
  • Schedule moves with volunteer movers in collaboration with the housing team
  • Administration/clerical work as requested
  • Other duties as assigned


  • Must meet Safe Haven's core values: strive for excellence, serve with compassion, never stop learning, embrace inclusion, cultivate collaboration, communicate with integrity
  • At least 3 years’ administrative experience in any of the following areas: office management, project management, event planning, or related experience
  • Ability to work with minimal direction
  • Ability to multi-task and manage multiple projects
  • Excellent organizational skills
  • Strong attention to detail
  • Strong customer service orientation ("customers" include staff, volunteers, board members, and clients) 
  • Strong computer skills, including Microsoft Suite
  • High school diploma or equivalent required. Bachelor’s degree preferred


  • Work environment: office setting
  • Ability to stand, bend, stoop, lift, and carry boxes, product inventory, and other donations up to a minimum of 4 hours per day, or more if needed
  • Ability to drive 15 passenger van
  • Walking, bending, lifting up to 40 lbs.

No phone calls please.

Please include a cover letter that highlights office/project management, professional initiative, strong computer skills, and a customer service orientation.