Administrative Assistant - Tenders Global

Administrative Assistant

Hearts Foundation Inc.

Hearts for the Homeless, a faith based non-profit, was founded in 1990 with a mission to serve the chronic homeless as well as other underserved populations. Hearts is able to fund its mission through donor support and entrepreneurial ventures such as the thrift store operation and donated goods recycling program. The red clothing donation bins provide items that are given away to those in need. Donated items are also turned into dollars which support outreach programs such as the mobile soup kitchen and food pantry.

Position Summary:

The Administrative Assistant (AA) is responsible for supporting the day to day operations of Hearts for the Homeless’ Warehouse and Thrift Store. The AA will support the Donated Goods Manager and the Retail Manager by performing clerical duties, manage workflow, and schedule appointments. Day-to-day life as an administrative assistant includes coordinating various calendars, taking phone calls and messages, sending emails, preparing for large meetings and presentations, capturing meeting notes, and many other related tasks. This role provides human resources administrative support to both managers by assisting and executing on personnel related matters.

Essential Functions:

  • Answer and direct phone calls and emails

  • Organize and schedule appointments and meetings

  • Generate weekly and monthly reports

  • Produce and distribute correspondence memos, letters, faxes, and forms

  • Process time off requests

  • Complete HR related paperwork (ie. coaching notes and written warnings)

  • Assists managers to coordinate HR functions including scheduling reviews and coaching notes, personnel record keeping, pulling personal files, clerical work for write ups and terminations with supporting documentation, etc.

  • Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

  • Conduct data entry

  • Maintain computer and manual filing systems

  • Handle sensitive and personnel information in a confidential manner

  • Take accurate minutes of meetings and transpose documents

  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

  • Operate standard office equipment on a regular basis, including a fax machine, a copy machine, and a computer

  • Performs other duties as assigned

Education Requirements and Qualifications:

  • High School diploma or equivalent required.

  • Experience in Human Resources, Management, Assistant Management or similar role required.

  • 2-3 years of relevant experience in an office environment is preferred.

  • Excellent written and verbal communication skills.

  • Proficiency in Microsoft Office and Google applications.

  • Ability to anticipate and respond proactively and effectively to donor needs.

  • Ability to be resourceful and proactive when issues arise

  • Excellent organizational skills

  • Multitasking and time-management skills, with the ability to prioritize tasks

  • Customer service attitude

Knowledge, Skills and Abilities:

  • Excellent verbal communication skills.

  • Demonstrate excellent interpersonal/relationship skills.

  • Proficient analytical, decision making and problem solving.

  • Excellent prioritizing and time management skills.

  • Good customer service skills and detail oriented.

  • Self-control – job requires maintaining composure even in very difficult situations.

  • Integrity – requires being honest and ethical

  • Confidentiality and discretion when handling HR and personnel related matters

Job Type: Full-time

$17.00 to $18.00 per hour

FLSA Classification: Non-Exempt


  • Dental insurance

  • Flexible spending account

  • Health insurance

  • Health savings account

  • Life insurance

  • Paid time off

  • Vision insurance

  • 401K


  • Day shift


  • Work experience 2 years preferred

Work Location:

  • One location

Work Remotely:

  • No

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