Administrative Assistant

Administrative Assistant

Reports to Business Manager
Part time (15-20 hours per week)

Job purpose

Assist the Finance & Administration departments as needed.

Duties and responsibilities

As Administrative Assistant:

  • Answer and field incoming telephone calls
  • Manage the OSLinfo email account
  • Sort and distribute mail
  • Manage inter-office correspondence
  • Manage office supplies inventory
  • Assist with IT issues, placing service calls as needed
  • Set up new staff with administrative privileges (phones, shared drive access, scanner, office key, office supplies)
  • Update staff directory and extension lists as needed

As Finance Assistant:

  • Make QuickBooks entries for selected accounts receivable and accounts payable
  • Code and assemble documentation for monthly credit card expense reports
  • Coordinate/execute all mailings, including AP and tax-related mailings
  • Maintain hard-copy filing system
  • Schedule meetings and conference calls
  • Assist with annual audit, including pulling/tracking files and reports
  • Answer finance-related inquiries from staff
  • Liaise with vendors and local agencies
  • Work with Business Manager to ensure smooth operation of finance department
  • Assist the VP of Finance & Administration whenever needed


Bachelor’s degree and minimum two years of relevant experience in an office setting, as well as: high level of organizational skills and ability to handle multiple tasks concurrently; excellent communication and interpersonal skills; superior computer skills in Word, Excel, and Outlook; and experience with QuickBooks or similar bookkeeping system.

Working conditions

  • Open office environment
  • High-pressure/workload with many deadlines and demands, sometimes competing, from different departments within the organization

Physical requirements

  • Basic office and conversational functions

To apply

In an email with a subject line of “OSL Admin Assistant”, send a cover letter and resume to  No phone calls, please.