Overview
The Assistant to the Site Director plays a key role in supporting the daily operations of the facility by providing high-level administrative, financial, and operational support. This position helps ensure smooth day-to-day functioning by coordinating payroll data, vendor communication, records management, inventory tracking, and facility support. The role requires strong organizational skills, attention to detail, and discretion in handling sensitive information.
Key Responsibilities:
- Provide comprehensive administrative support to the Site Director to ensure efficient daily operations.
- Maintain accurate and organized administrative, operational, and financial records.
- Perform basic bookkeeping and data entry, including invoice tracking and expense documentation.
- Coordinate payroll information, including time records, submissions, and supporting documentation.
- Serve as a point of contact for vendors and service providers to support operational needs.
- Assist with facility maintenance coordination, repairs, and service scheduling.
- Monitor and manage office, operational, and facility inventory and supplies.
- Prepare correspondence, reports, and internal documentation as required.
- Ensure confidentiality and accuracy in all administrative and financial processes.
- Support operational improvements and workflow coordination as directed by the Site Director.
Qualifications:
Previous experience in administrative, operations, or accounting support roles preferred.
Critical Success Factors:
- Strong organizational and multitasking skills with the ability to manage competing priorities effectively.
- Working knowledge of bookkeeping and payroll coordination processes.
- High level of accuracy, attention to detail, and commitment to quality work.
- Professional written and verbal communication skills.
- Proficiency in Microsoft Word, Excel, and Outlook.
- Ability to handle confidential and sensitive information with integrity and discretion.
- Reliability, accountability, and follow-through in supporting operational leadership.
- Adaptability and willingness to support a fast-paced operational environment.