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Administrative Assistant – Data & Operations Support

FLSA Status: Non-Exempt
Employment Type: Full-Time
Work Environment: Professional office setting

Position Summary

A mission-driven organization is seeking a detail-oriented and highly organized Administrative Assistant to support its Operations team. This position combines traditional administrative responsibilities with database maintenance, data validation, reporting, shipping, and project support.

The successful candidate will be a proactive, self-motivated professional who can manage multiple priorities, maintain accurate records, and work independently in a collaborative and growing environment. Experience with Salesforce or another customer relationship management system is preferred.

Key Responsibilities

Administrative Support

• Answer incoming telephone calls and greet visitors professionally.
• Schedule appointments, meetings, and other activities.
• Maintain calendars and coordinate meeting arrangements.
• Sort and distribute incoming mail.
• Order and maintain office supplies.
• Prepare emails, memos, invoices, reports, and other correspondence.
• Create, organize, and maintain electronic and paper filing systems.
• Maintain accurate and up-to-date Excel spreadsheets.
• Assist with special projects, meetings, and organizational events.
• Perform other related duties as assigned.

Data and Operations Support

• Help maintain the accuracy, performance, and stability of database systems.
• Perform routine data cleanups and document the procedures used.
• Identify, investigate, and resolve data discrepancies.
• Summarize and report findings to the appropriate business and data team members.
• Support data uploads, data entry, field edits, system testing, and related projects.
• Review reconciliation reports and make necessary corrections or updates.
• Generate and maintain operational and database reports.
• Assist with the development of training materials.
• Provide ongoing technical and administrative support to team members.
• Serve as backup support for Salesforce, data, returns, and related operational functions.

Returns and Shipping Support

• Assist with return merchandise authorization (RMA) processing.
• Prepare documentation and coordinate return shipments.
• Maintain accurate records of returns and shipping activity.
• Serve as backup to the team member primarily responsible for returns.

Qualifications

• Associate degree or an equivalent combination of education and relevant work experience.
• Two to five years of experience in an administrative or operations-support position.
• Proficiency with Microsoft Office, particularly Word, Excel, Outlook, and PowerPoint.
• Experience using Salesforce or another CRM system is preferred.
• Experience with database administration, reporting tools, billing platforms, call-center systems, or other back-office systems is a plus.
• Experience with DemandTools or Microsoft Access is helpful but not required.

Knowledge, Skills and Abilities

• Highly organized, proactive, and comfortable handling a variety of responsibilities.
• Strong attention to detail and commitment to data accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet established deadlines.
• Strong time-management, problem-solving, and troubleshooting abilities.
• Ability to follow detailed, multi-step procedures accurately.
• Capable of coordinating assignments with minimal supervision.
• Comfortable working under pressure in a growing and changing environment.
• Strong interpersonal skills and the ability to contribute to a collaborative team.
• Technical aptitude and willingness to learn new systems and processes.
• Professional, dependable, and committed to supporting the organization’s mission and goals.

Physical Demands and Work Environment

• Work is performed primarily in a professional office environment.
• Must be able to remain seated at a workstation and view computer screens for extended periods.
• Regular use of computers, telephones, printers, scanners, and other standard office equipment is required.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

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Since 1978, we have specialized in supplying temporary and direct hire staffing to Rhode Island corporations of all types - including banks, hospitals, manufacturing firms, colleges, professional and legal firms, and governmental agencies.