What are the responsibilities and job description for the Administrative Assistant position at HeartShare Human Services of New York?
Description
The Administrative Assistant will play a central role in the activities that support the Deputy Director and the leadership team at HSVS. The Administrative Assistant will be an energetic, thoughtful, positive, and creative team player who loves rolling up their sleeves and thrives in fast-moving, multi-tasking environments, remaining calm and collected while always paying close attention to detail. We are looking for someone who knows how to successfully execute complex and strategic scheduling and use excellent judgment and discretion. In addition to providing all executive assistance to the Deputy Director, the Administrative Assistant will act as a liaison to internal colleagues and external stakeholders, communicating the need for information in a timely way and ensuring that all elements of the office are managed professionally, proactively, and efficiently in service of the HSVS’ mission.
Job Responsibilities
Qualifications:
At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:
About HeartShare
For over 100 years, HeartShare has dedicated itself to improving the lives of people needing special services and support. The HeartShare team, now 2,100 employees and growing, helps individuals develop to their fullest potential and lead meaningful and enriched lives.
#INDHP
The Administrative Assistant will play a central role in the activities that support the Deputy Director and the leadership team at HSVS. The Administrative Assistant will be an energetic, thoughtful, positive, and creative team player who loves rolling up their sleeves and thrives in fast-moving, multi-tasking environments, remaining calm and collected while always paying close attention to detail. We are looking for someone who knows how to successfully execute complex and strategic scheduling and use excellent judgment and discretion. In addition to providing all executive assistance to the Deputy Director, the Administrative Assistant will act as a liaison to internal colleagues and external stakeholders, communicating the need for information in a timely way and ensuring that all elements of the office are managed professionally, proactively, and efficiently in service of the HSVS’ mission.
Job Responsibilities
- Provides senior-level administrative support including scheduling, and travel arrangements; routing correspondence; drafting letters and documents; collecting, and managing contacts
- Manage and maintain the Deputy Executive Director’s calendar including identifying key deadlines and milestones and flagging for follow-up
- Support the Deputy Executive Director in cross-organizational planning including tracking, monitoring cross-organizational initiatives, gatherings and coordinating meetings and setting agendas, and following up on action items
- Handled confidential materials with care and discretion
- Plan and schedule internal and external meetings as appropriate
- Order supplies and equipment, sort and distribute mail
- Manage monthly credit card reconciliations and reimbursement requests.
- Manage meeting logistics, conference rooms, AV equipment, and displaying presentation
- Helps prepare and process expense reports, vendor invoicing paperwork, and purchase requisitions
- Plan and coordinate bi-weekly staff lunch and snack distribution
- Perform other administrative projects and tasks as assigned
- Uses positive approaches when handling difficult situations. Avoids gossip and negative discussions. Remains flexible and adapts to change.
- Serves as a role model for program participants. Abides by dress code and always professionally conducts self.
- Remains sensitive and responsive to cultural differences between program participants and staff.
- Participates in in-service training and on-site workshops as required for professional growth and development. Attends external training workshops at the direction of management.
- Represents the organization within and outside the work environment in a way that promotes the agency's mission, vision and values. Personally, adheres to organizational mission, vision, and values, in addition to all other agency policies and procedures.
Qualifications:
- Bachelor’s degree or equivalent experience in administration, business, or a related field preferred.
- 2 years of administrative support experience, preferably in a nonprofit or mission-driven organization.
- Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other administrative tools.
- Ability to work independently while maintaining collaborative relationships with team members.
- High level of confidentiality, discretion, and professionalism.
- Strong attention to detail and problem-solving abilities.
At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:
- Paid time off (holidays, vacation in accordance with school calendar, sick and personal)
- Professional development opportunities
- Team environment
- Medical and dental benefits
- Employer-paid life insurance
- Optional insurance (life, disability, etc.)
- 403(B) retirement plans
- Flexible spending account (dependent care, medical, parking, and transit)
- Employee assistance program
About HeartShare
For over 100 years, HeartShare has dedicated itself to improving the lives of people needing special services and support. The HeartShare team, now 2,100 employees and growing, helps individuals develop to their fullest potential and lead meaningful and enriched lives.
#INDHP
