Administrative Assistant

Position Summary: Under supervision, the Administrative Assistant is responsible for assisting the CEO and senior leadership with managing administrative tasks as well as assigned special projects. This position may work occasional evenings, as needed.

Essential Duties and Responsibilities include the following.  Other duties may be assigned.

• Reports data in ways that assist leadership in analyzing trends and performance; assists in data analysis. Help develop data management tools as needed.


• Generates Quality Management reports and maintains records.


• Performs administrative duties on behalf of the CEO including managing incoming/outgoing mail, fielding calls, schedule management, supply orders, credit card reconciliation, travel arrangements, and file maintenance.


• Serves as onsite liaison for various vendors – copier, security cameras, IT, etc.


• Orders office supplies for senior leadership.


• Generate reports for monthly managers’ meetings and maintains the meeting minutes.


• Maintains records of agency MOUS/letters of agreements and ensures current status.


• Performs notary services for Santa Maria Hostel.


• Maintains petty cash for Bonita House location.


• Assists with the development of proposals by reviewing basic grammar, spelling and punctuation and gathering required support documents.


• Assist in the collation and ensures the order and inclusivity of all proposals.


• Assists with the preparation of monthly reports and agenda for Board meetings (coordinating the process for dissemination with the Governing Board Chair and the CEO).


• Maintains records of all Board meetings including the agenda, minutes and attachments.


• Serves as liaison and support to the Board of Directors.


• Coordinates logistics for special events (i.e. client graduations, community forums, trainings).


• Serves as Santa Maria Hostel’s greeter for guests at the administrative offices.


• Assists with preparation of grant/foundation applications and quality management projects.

Education/Experience:

Associate's degree (A. A.) or equivalent in business administration, communications or health-related field from two-year college or technical school; or three years’ related administrative experience in a healthcare setting and/or training; or equivalent combination of education and experience. BA degree preferred. Demonstrated skills in data reporting and composition of written communication materials. 

Computer Skills:

Demonstrated working knowledge at the advanced level in Microsoft Office, Internet and web-based systems. Previous experience in creating media materials preferred.

Certificates and Licenses:

If driving on SMH business, must have a valid Texas Driver’s License and provide proof of current insurance.  Certified by the State of Texas as a Notary public or completion of such within first six months of hire.

Santa Maria Hostel provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.