Administrative Assistant

Job Title:

Administrative Assistant

FLSA Status:

Non-Exempt

Last Reviewed:

May 2026

Direct Reports:

No

Job summary:

The Administrative Assistant provides critical administrative and operational support to Common Ground Works (CGW), ensuring efficient day-to-day operations and strong organizational coordination. This role manages communications, maintains databases and systems (including Salesforce), coordinates events and logistics, and supports office management, onboarding, and process development. Serving as a key partner to the Executive Director and team, this individual is highly organized, proactive, and capable of managing multiple priorities in a fast-paced environment. A strong commitment to racial equity and economic justice, along with a passion for community impact in Milwaukee, is essential.

Essential Functions:

Communications & Coordination

• Draft and distribute meeting notifications, reminders, announcements, and organizational updates
• Create and manage electronic and print newsletters for members, employers, and donors
• Serve as liaison for external partner communications, including YWCA-related coordination
• Make minor updates to the CGW website and format organizational documents

Event Planning & Logistics

• Coordinate scheduling, logistics, and on-site support for community events, job fairs, and collaborative initiatives
• Arrange refreshments, materials, and event setup

Office & Operations Management

• Monitor and respond to phone, voicemail, mail, and email in a timely manner
• Provide support to members and respond to general inquiries
• Maintain organizational databases and serve as the Salesforce lead for implementation and ongoing maintenance
• Order and track office supplies and manage supply requisitions
• Maintain files, equipment, subscriptions, and office systems
• Support facility-related projects, including office setup and remodel coordination

Administrative & Organizational Support

• Assist with onboarding new hires
• Attend weekly staff meetings and meet regularly with the Executive Director
• Support development of standard operating procedures, handbooks, and administrative processes
• Design and manage systems for collecting and organizing data from staff and volunteers

Education & Experience:

• High School  Diploma or Equivalent
• Some College

Competencies, Knowledge & Skills:

• Strong organizational, time management, and project management skills
• Excellent written and verbal communication skills
• Proficiency in Google Workspace, Microsoft Office (Excel, Word, PowerPoint), and Zoom
• Experience with database management, Salesforce experience preferred
• Detail-oriented with ability to balance big-picture thinking
• Ability to work independently and collaboratively in a team environment
• Valid driver’s license and reliable transportation
• Proactive and solution-oriented, with the ability to anticipate needs
• Flexible, adaptable, and comfortable in a dynamic environment
• Strong sense of accountability and follow-through
• Passion for community impact, with a commitment to racial equity and economic justice
• Willingness to learn, grow, and contribute to a positive team culture

Work Environment:

• General office environment; may be required to sit or stand for extended periods.