Administrative Assistant (Facilities & Real Estate)

Gersh Autism Academy•Huntington, NY

2d•$26 - $31•Onsite

About The Position

The Gersh Organization is dedicated to transforming the lives of children on the autism spectrum through exceptional educational and support services. With a growing national footprint, the Facilities & Real Estate department plays a critical role in ensuring all environments are safe, consistent, and operationally aligned with the organization’s mission. The Administrative Assistant serves as a strategic partner to the VP of Facilities & Real Estate, responsible for driving operational efficiency, strengthening communication across all locations, and ensuring consistency in execution, documentation, and facilities standards. This role is instrumental in building infrastructure across the department—including SOP implementation, onboarding, file management, project coordination, and cross-functional communication—while supporting the successful expansion and ongoing performance of all locations.

Requirements

3–5+ years of experience in facilities operations, administrative management, or operations support roles
Strong experience in process development, SOP communication, and organizational systems
Exceptional organizational and project management skills with the ability to manage multiple priorities across locations
Proficiency in Microsoft Office (Excel, Word, Outlook), Teams, and project management tools (e.g., Asana)
Strong communication and coordination skills across internal teams and external partners
Detail-oriented with strong follow-through and accountability
Proactive, solution-oriented mindset
Valid driver’s license and willingness to travel as needed
Must be able to keep students safe from themselves and others and, in some cases, may need to implement CPI (therapeutic holds) procedures.
Must be able to remove oneself from potentially harmful situations and, in some cases, be able to lift a child.
Ability to stand, walk, bend, kneel, and move throughout the workday
Ability to lift (at least 50-65 pounds), assist, and/or physically support students, which may include lifting or guiding students of varying sizes
Ability to physically intervene when required to ensure safety (per CPI training)
Ability to remove oneself and/or others from unsafe situations quickly
Ability to maintain attention and focus in a dynamic, high-stimulation environment
Ability to multi-task and shift priorities quickly
Ability to exercise sound judgment and decision-making, particularly in high-pressure or safety-sensitive situations
Ability to work effectively as part of a team and maintain professional relationships
Ability to perform duties under stress, including during behavioral escalations

Responsibilities

Lead the reorganization and ongoing maintenance of all departmental files and Teams environments, ensuring accessibility, consistency, and accuracy
Maintain centralized file management systems, including uploading and organizing leases, contracts, and departmental documentation
Support the VP in record keeping for all new and existing leases, ensuring documentation is current and properly tracked
Lead the distribution and communication of departmental SOPs across all locations
Ensure all sites are aligned with SOP expectations and monitor compliance through consistent communication and follow-up
Maintain accurate record keeping of SOP implementation and adherence
Support the ongoing refinement and clarity of SOP documentation
Oversee the creation, organization, and maintenance of onboarding materials and documentation for all new facilities team members
Ensure new hires are equipped with the tools, processes, and information needed to succeed within the department
Support consistency in onboarding practices across all locations
Support all phases of new location openings, including coordination, communication, and operational readiness
Assist in maintaining floorplan integrity across all sites to ensure alignment with programmatic and operational standards
Provide onsite support for new locations post-opening as needed, ensuring smooth transition into operations
Support communication and coordination with internal teams and external partners related to openings
Assist the VP in tracking and following up on bids and active projects to ensure progress and accountability
Support communication of project updates, timelines, and expectations across all locations
Coordinate and prepare materials for departmental initiatives and ongoing projects
Support internal facilities inspections and site reviews to ensure all locations meet company standards
Assist in coordinating communication and follow-up related to inspections, certifications, and facility requirements
Support coordination and communication with external vendors related to new locations and facility needs
Manage ongoing communication with insurance providers, ensuring all required updates, documentation, and information are submitted throughout the year
Support data collection and organization for insurance renewals and reporting
Create and distribute a departmental newsletter to ensure alignment, visibility, and communication across locations
Coordinate and manage bi-weekly departmental meetings, including scheduling, agenda preparation, and follow-up.
Serve as a central point of communication across the department to ensure clarity and consistency
Serve as a liaison between Facilities, Procurement, and internal departments to ensure alignment and efficiency
Support communication across locations regarding projects, expectations, and operational updates
Assist in coordinating departmental initiatives, meetings, and follow-ups
Support staff time-off tracking and communication, ensuring coverage and visibility across the team
Provide administrative and organizational support to ensure smooth day-to-day departmental operations
Maintain a high level of organization, follow-through, and responsiveness across all responsibilities