Administrative Assistant - Glenmore Manor

AFRICAN AMERICAN PLANNING COMMISSION INC • New York, NY

1d

About The Position

Under the general supervision of the Program Director, the Administrative Assistant is expected to perform the following principal duties and responsibilities. Answering phone calls, greeting visitors, and directing inquiries. Manage the day-to-day office functions including office supplies, inventory and equipment maintenance. Provide a written summary of all staff meetings conducted in a timely manner. Manage the Program Director's appointments, meetings, and events. Maintain staff matrix and staff schedules. Coordinate document flow in the office to include receiving, routing, and filing of invoices, reports, correspondence, contracts and forms. Creating and editing documents such as reports, presentations, proposals, and correspondence as needed. Ensure reports, correspondence and forms are completed accurately and sent to the appropriate internal or external entities in a timely manner. Maintaining accurate and organized records, files, and databases. Prepare reports, correspondence and forms and ensure timely and accurate reporting to outside entities as directed by your supervisor. Assisting with the planning and coordination of program events, workshops, or conferences. Providing administrative support for ongoing projects and initiatives. Inputting and managing data into relevant systems. Preparing reports on program activities, progress, and outcomes. Overseeing office maintenance and upkeep. Petty cash management under the supervision of the Program Director. Performs other related duties as may be requested by immediate supervisor and in his/her absence the Assistant Program Director.

Requirements

• High School Diploma with at least three (3) years of relevant experience in a professional setting.
• Microsoft Word, PowerPoint, Outlook and Excel
• Exemplary emotional intelligence and attention to detail.
• Ability to communicate effectively, strong interpersonal and written communication skills.
• Ability to work independently and meet key deadlines
• Strong organizational and attention to detail skills
• Comfortable with fast paced, start-up culture
• Confidentiality, Privacy and Professional Boundaries- Required.

Responsibilities

• Answering phone calls, greeting visitors, and directing inquiries.
• Manage the day-to-day office functions including office supplies, inventory and equipment maintenance.
• Provide a written summary of all staff meetings conducted in a timely manner.
• Manage the Program Director's appointments, meetings, and events.
• Maintain staff matrix and staff schedules.
• Coordinate document flow in the office to include receiving, routing, and filing of invoices, reports, correspondence, contracts and forms.
• Creating and editing documents such as reports, presentations, proposals, and correspondence as needed.
• Ensure reports, correspondence and forms are completed accurately and sent to the appropriate internal or external entities in a timely manner.
• Maintaining accurate and organized records, files, and databases.
• Prepare reports, correspondence and forms and ensure timely and accurate reporting to outside entities as directed by your supervisor.
• Assisting with the planning and coordination of program events, workshops, or conferences.
• Providing administrative support for ongoing projects and initiatives.
• Inputting and managing data into relevant systems.
• Preparing reports on program activities, progress, and outcomes.
• Overseeing office maintenance and upkeep.
• Petty cash management under the supervision of the Program Director.
• Performs other related duties as may be requested by immediate supervisor and in his/her absence the Assistant Program Director.

Benefits

• Health and Welfare Benefits: Medical (including prescription coverage), Dental & Vision
• Commuter Benefits
• Employee Assistance Program
• Paid Holidays, Annual Paid Time Off (23 days)
• Life Insurance
• Long Term Disability
• Retirement Benefits Plan (403B)
• You may also get your college student debt forgiven tax free on Federal Direct Loans created under the College Cost Reduction and Access Act of 2007, PSLF, if you work full-time and after making 120 qualifying monthly payments under a Qualifying Repayment Plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED