Position Title:             Administrative Assistant

Overtime Status:        Exempt

Department:              Administration

Location:                    Kalamazoo

Reports To:                Administrative Manager

Salary:                        $13.00-$15.00 per hour


Hours of Service: Full-time hourly position; generally 8:30 a.m. – 5:00 p.m., M-F, with occasional evening or weekend as needed for pre-preparation and work attendance for any major BBBS’ event.



The focus of this job incorporates both front desk receptionist and other administrative duties as a part of a team.  Receptionist duties primarily include the processing and resolution of all office-incoming calls, the greeting of visitors, maintenance of office supplies at workable levels, and keeping pertinent filing current on a daily basis. Administrative functions may include the provision of support for activities related to agency operations, fundraising events, and service delivery.  An ability to quickly develop and continually grow a working knowledge of Agency operations is critical to the ability to meet this position’s objectives as the level of responsibility is expected to grow over time as experience allows.



  • Provide exceptional customer service to all who contact/inquire via phone or in person.
  • Answer multiple phone lines, personally, handle initial inquiries or properly refer them to others, relay messages as needed, etc.
  • General maintenance, organization, and stocking of the reception/welcome area; filing and file room maintenance; coordination and maintenance of copies and copy/mail room.
  • Support management staff, including CEO, in the administration of their responsibilities. Works with agency volunteers.
  • Assist staff with appointment reminder calls, paperwork completion, background checks, and other necessary tasks as needed.
  • Support fundraising events and match activities through information input, organization, and retrieval.
  • Creation of necessary documents and other materials as needed.
  • Typing, data entry, file creation, and organization, and other record-keeping as needed.
  • Ability to train and supervise volunteer clerical/administrative personnel.
  • Other tasks as necessary.



  • Must be customer service focused with strong interpersonal and communication skills.
  • Highly adept at multi-tasking and setting priorities, as well as excellent organizational and time management skills.
  • Must thrive in a team environment and have the ability to work effectively with diverse staff, board, customers, and partners.
  • Superior problem-solving skills and an ability to work under pressure while delivering effective results and meeting tight deadlines and targets.
  • High attention to detail; ability to create and maintain accurate records.
  • Professional work traits and demonstrated ability to work with confidential information.
  • Working knowledge of MS Word, MS Excel, MS Outlook, and ability to learn new software platforms quickly.



  • High School Diploma or equivalent experience considered



  • Advanced computer skills, including Microsoft products.
  • Previous successful customer service and office multi-tasking experience preferred.
  • Must have a clean driving record and possess a valid driver’s license.
  • Must be able to pass a reference and criminal background check.
  • At least one year prior customer service experience
  • Intermediate typing skills;  at least 40 – 50 wpm
  • Intermediate knowledge of Microsoft Office software
  • Prior experience with a database software



Minimal travel required. Less than 50%



  • Ability to lift 25lbs regularly
  • Equal amount of sitting, standing, and walking


Submit a resume and cover letter describing your experience and fit for this position to:
Big Brothers Big Sisters, A Community of Caring

Regina Miller, Director of Corporate Operations

3501 Covington Road

Kalamazoo, MI 49001

By email ONLYreginamiller@bbbsmi.org

Open until filled.