Employment Administrative Assistant

About First Place AZ

We are a spirited charitable nonprofit organization advancing a new marketplace of inclusive housing, healthcare, employment and lifelong\-learning options for adults with autism, neurodivergences and/or intellectual/developmental disabilities (I/DD). First Place\-Phoenix, our flagship property, serves as a proof point informing our national work, offering a real\-world site for innovation, learning and demonstration.

First Place AZ is an equal opportunity employer.

The Opportunity

The Administrative Assistant will serve as a dedicated support to the Director of Employment and Workforce Development, while providing additional assistance to the Employment Administration Coordinator. This role is integral to the day\-to\-day success of the Employment team, ensuring the Director can focus on advancing meaningful employment opportunities for adults with autism, neurodivergences, and I/DD. The Administrative Assistant will bring a customer service philosophy and a collaborative spirit that reflects First Place AZ's values and moves its vision forward. This role requires a flexible candidate who can adapt to shifting business needs. While we aim for approximately three days in the office per week, on\-site and remote days may vary. The role also requires the ability to travel between multiple locations throughout the workday.

Who You Are

You are organized, flexible, proactive, and reliable with a genuine passion for empowering individuals with disabilities and advancing inclusive workplaces. You communicate clearly, hold yourself to high ethical standards, and follow through consistently. You know when to ask questions and when to take initiative, and you are equally comfortable working independently and collaborating across teams.

What You’ll Do

• Manage the Director's calendar, scheduling, correspondence, travel, and accommodations
• Triage the Director's inbox and prioritize incoming requests
• Prepare agendas, take meeting minutes, and distribute action items for the Director's meetings
• Create PowerPoint presentations and provide light copy editing Maintain filing systems in accordance with Employment team SOPs and handle supply and equipment needs
• Maintain accurate records of program participants, job placements, and employer partnerships on behalf of the Director
• Support data entry, tracking, and timely submission of employment data as directed
• Compile program outcome reports for the Director and funders
• Assist the Director in developing and maintaining SOPs for administrative and program processes
• Track the department budget, process the Director's expense reports and invoices, and flag variances
• Support grant and funder reporting by gathering data and tracking deadlines for the Director
• Monitor vendor contracts and flag upcoming renewals to the Director
• Track team certifications and training requirements and alert the Director to expirations
• Maintain accurate and up\-to\-date resident employment data, ensuring timely collection and record\-keeping
• Coordinate follow\-up communications with residents and family/guardians to schedule meetings and support employment planning
• Serve as a communication bridge between the Employment team and other internal teams on resident\-related matters
• Support the Director's outreach and follow\-up with community and employer partners
• Assist the Coordinator with newsletters, program updates, and stakeholder communications
• Serve as a liaison between the Director and internal departments
• Support the Employment Administration Coordinator in coordinating logistics for training sessions, workshops, and events
• Support planning and implementation of employment initiatives as directed by the Director
• Provide additional support to the Employment Administration Coordinator with scheduling, document preparation, data entry, and follow\-up communication as needed
• Maintain familiarity with the Be Open \+ Be Ready program, as the Director oversees it, and provide support to the Employment Administration Coordinator, as needed
• Other duties as assigned by supervisor

What You'll Bring

• High school diploma or equivalent required; some degree preferred.
• Three (3\) plus years in an administrative support role, ideally in a nonprofit or social services setting
• Ability to communicate effectively with others, both in writing and verbally
• Knowledge of how to use computer programs, technology, and office machines.
• Proficiency in Microsoft Office
• Attention to detail, especially around data and record\-keeping
• Reliable transportation
• Organizational skills Ability to work effectively with and without direct supervision.
• Ability to solve practical problems and deal with a variety of situations in a professional manner.
• Ability to follow written, demonstrated, and oral instructions.
• Ability to establish and maintain relationships with the public, co\-workers and participants regarding requests, conflicts, and complaints.
• Knowledge of how to use basic computer programs, technology, and office machines.
• Ability to take initiative in asking questions and performing tasks.

What to expect

This role operates in both office and community settings, with exposure to varying temperatures and weather. The noise level ranges from quiet to moderate.

Candidates should be able to:

• Remain stationary for extended periods (sitting or standing)
• Operate a computer and standard office equipment regularly
• Travel between multiple locations throughout the workday
• Lift up to 15 lbs occasionally
• Communicate and exchange information accurately with others
• Move between worksites as needed

\*All potential employees of First Place will be required to pass a thorough criminal background check, drug screening and any other offender/registry clearances as identified and deemed appropriate by the organization.

\\First Place AZ is committed to an inclusive hiring process. Applicants who require accommodations during the application or interview process are encouraged to make a request.

Job Type: Full\-time

Pay: $45,000\.00 \- $50,000\.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Executive administrative support: 1 year (Preferred)

Ability to Commute:

• Phoenix, AZ 85012 (Required)

Work Location: In person