Administrative Assistant & Exec Support

Position Summary

Under general supervision, and at the direction of the CEO and Business Operations Manager, this position provides comprehensive administrative and program support to ensure the smooth operation of all CAPC programs. Responsibilities include supporting executive and board functions, maintaining program and administrative systems, ensuring compliance and reporting, coordinating purchasing and inventory, and assisting staff, clients, and community stakeholders.

General Requirements

• Promote collaboration among CAPC staff, volunteers, and stakeholders.
• Represent the agency professionally, demonstrating commitment to its Mission and Values.
• Develop and maintain effective working relationships with internal and external partners.
• Demonstrate strong attention to detail and accuracy.
• Manage multiple tasks and priorities effectively.
• Gain cooperation through effective communication and problem-solving.
• Follow oral and written instructions with consistency and accuracy.
• Communicate clearly and professionally, both verbally and in writing.
• Maintain strong organizational skills.
• Demonstrate reliability through consistent attendance and punctuality.
• Adhere to CAPC Characteristics and standards.

Essential Duties and Responsibilities

Administrative & Executive Support

• Serve as the first point of contact by answering phones, greeting visitors, and providing front office support to ensure a professional and welcoming environment.
• Provide direct support to the CEO, including coordination of meetings, materials, and communications.
• Assist leadership and administrative staff with daily operational tasks as needed.
• Prepare reports, expense reports, and documentation as requested.

Program Support & Compliance

• Maintain and support policies and procedures for agency and program operations.
• Assist in monitoring program compliance, reporting requirements, and regulatory standards.
• Input, track, and maintain program and agency data systems.
• Maintain accurate client, staff, and board files in compliance with agency standards.

Operations & Coordination

• Coordinate purchasing activities and track supply inventory to ensure adequate materials for staff and programs.
• Support program assistants and provide backup coverage as needed.
• Maintain organized filing systems for administrative and program functions.
• Support community outreach efforts and maintain a visible, professional presence with clients and families.
• Promote a safe, healthy, and organized work environment.

Additional Responsibilities

• Perform related duties as assigned to support CAPC operations and programs.

Education and Experience

• High School Diploma required; continued education or professional development preferred.
• Minimum of three (3) years of relevant administrative or office experience.

Knowledge, Skills, and Abilities

• Knowledge of general office procedures and administrative practices.
• Ability to gather, analyze, and report data effectively.
• Strong written and verbal communication skills.
• Ability to interpret and apply policies, procedures, and regulations.
• Ability to build and maintain professional working relationships.
• Strong organizational and multitasking skills.
• Ability to present information in group and one-on-one settings.

Technical Skills

• Proficiency in Microsoft Office (Outlook, Word, Excel) and general internet use.

Conditions of Employment

Employment is contingent upon successful completion of required screenings and clearances, including:

• TB clearance (as required)
• Department of Justice (DOJ) fingerprint clearance
• DMV background check (if applicable to the position)

All screenings are conducted in accordance with applicable federal, state, and local laws and are contingent upon a conditional offer of employment.

• Valid driver’s license, reliable transportation, and proof of insurance required.
• Ability to work occasional evenings and weekends as needed.

Physical Demands

This position requires the ability to sit, stand, walk, talk, hear, and use hands to operate standard office equipment. Duties may include typing, handling materials, and performing repetitive motions. Occasional reaching, bending, kneeling, or climbing may be required.

The employee must be able to lift and move up to 25–30 pounds as needed. Adequate vision for reading, computer work, and general office tasks is required.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Equal Employment Opportunity

CAPC provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment of any kind in accordance with applicable federal, state, and local laws.

Community & Collaboration Statement

Striving to create an experience of value, connection, and belonging.

At-Will Employment Statement

Employment with CAPC is at-will. This means that either the employee or the organization may terminate the employment relationship at any time, with or without cause or notice. Nothing in this job description is intended to create a contract of employment or alter the at-will nature of the relationship.

Funding Disclaimer

This position is grant-funded and contingent upon continued funding. The position may be modified or eliminated due to loss of funding or organizational restructuring.