Office and Operations Assistant

Creative Mindset Consulting has been retained by The Training Source to recruit for this position.

About The Training Source:

The Training Source, Inc. is an award-winning 501(c)(3) non-profit organization. Our mission is to provide education, training and services that promote positive economic mobility. We provide employment and job readiness training for youth and adults; youth leadership, college, and career planning; community outreach, education, social and supportive services for individuals in need; and corporate management and employee development training for employers. Our goal is to develop not only the skills needed for success, but also the motivation to succeed by utilizing the skills and abilities of our staff to assist others in realizing their full potential.

The Training Source, Inc.is proud to display the Standards for Excellence® seal awarded by the Maryland Association of Nonprofit Organizations. Accreditation in the Standards for Excellence® is bestowed only to the most well-managed and responsibly governed nonprofit organizations that have demonstrated compliance with 55 specific Standards for Excellence® based on honesty, integrity, fairness, respect, trust, responsibility, and accountability. The Training Source, Inc. has met, complied with, and integrated the Standards for Excellence® into all its activities to successfully complete this voluntary certification program. For more information about the Standards for Excellence program, please visit www.StandardsForExcellence.org.

Position Summary

The Office and Operations Assistant is a key member of The Training Source’s administrative team, providing front desk reception services and ensuring smooth day-to-day operations of the office. This role serves as the first point of contact for visitors, clients, and partners, while also supporting internal staff with administrative, clerical, and operational needs. The ideal candidate will be highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced nonprofit environment.

Key Responsibilities

Front Desk & Reception Duties (Primary Function)

• • Greet and welcome all visitors, clients, and partners in a professional and friendly manner.
  • Answer, screen, and direct incoming calls promptly and courteously.
  • Maintain the visitor/guest sign-in system, ensuring proper documentation and security protocols.
  • Provide general information about The Training Source’s programs and services to walk-ins and callers.
  • Monitor front desk area to ensure a clean, organized, and welcoming environment.
  • Distribute incoming mail, deliveries, and packages to the appropriate staff members.
  • Prepare outgoing mail and coordinate courier services when needed.

Administrative Support

• • Schedule and coordinate internal and external meetings, trainings, and events.
  • Prepare meeting materials and agendas as requested
  • Format and proofread correspondence, reports, and other documents as needed.
  • Assist with maintaining organizational databases, spreadsheets, and contact lists.
  • Perform filing, scanning, and recordkeeping to ensure organized and accurate documentation.
  • Support intake processes for training programs, including following up with interested participants and assisting with application completion.

Operational & Facilities Support

• • Assist in maintaining inventory of office supplies; reorder as needed to ensure stock levels.
  • Coordinate basic IT and equipment troubleshooting and contact vendors for repairs when necessary.
  • Support the setup and breakdown of meeting rooms, classrooms, and event spaces.
  • Help maintain the cleanliness and organization of shared spaces.
  • Monitor and report any facility or maintenance issues to the Deputy Director.

Program and Event Support

• • Assist with event coordination, including logistics, registration, and attendee communication.
  • Help prepare training materials, participant folders, and presentation handouts.
  • Provide on-site support during events, such as check-in, hospitality, and space setup.
  • Track and update program attendance records when assigned.

Qualifications

• • High school diploma or equivalent; associate degree or relevant coursework preferred.
  • Minimum 1–2 years of administrative, receptionist, or office support experience; nonprofit experience a plus.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort with databases or CRM systems (Salesforce experience preferred).
  • Excellent verbal and written communication skills.
  • Strong organizational skills with the ability to manage multiple priorities.
  • Professional, friendly, and customer-service oriented demeanor.
  • Ability to work independently as well as collaboratively in a small team environment.
  • Commitment to the mission and values of The Training Source.

Physical Requirements

• • Ability to sit, stand, and move around the office for extended periods.
  • Occasional lifting of up to 25 lbs. for event or meeting setup.