Administrative Assistant

Catholic Charities Community Services•New York, NY

44d•$23 - $25•Onsite

About The Position

The Administrative Assistant provides high-level clerical and operational support to ensure the organization’s smooth and efficient functioning. This role serves as a central point of coordination for senior leadership and other internal and external stakeholders and demonstrates strong organizational and communication skills. This position requires discretion, professionalism, and the ability to manage multiple priorities in a fast-paced, mission-driven environment. Strong attention to detail, proficiency in office software, and a collaborative, service-oriented mindset are essential.

Requirements

High school Diploma and/or equivalent required. Bachelor’s degree preferred.
1-2 years’ relevant experience in administrative support.
Computer proficiency in Microsoft Office. Must successfully pass eSkills skills test in MS Word, Excel and Access. Skilled in operating office technology and equipment, including printers, copiers and fax machines.
Strong interpersonal, organizational, and multitasking abilities, with excellent verbal and written communication skills and the ability to work independently
Ability to exercise discretion and good judgment.

Responsibilities

Serve as primary support to the Executive office and senior managers of the organization. Provides back-up support to the CEO and COO’s Executive Assistants and interact with all staff in the executive office.
Receive/review, organize and distribute incoming correspondence to the executive office, including time sensitive and confidential materials. Liaise regularly with the mail room and other Catholic Charities locations for the timely receipt and distribution of correspondence.
Screen incoming telephone calls to the Executive office and provide backup for the CEO and COO calls. Take messages accurately and independently handle routine inquiries including requests for Catholic Charities services.
Prepare and coordinate materials for meetings and special projects. Assist with coordination and distribution of board and committee meeting materials, including uploading into the board management software and review of other written materials.
Handle routine communication with Catholic Charities and Archdiocesan offices, and external stakeholders.
As necessary, coordinate arrangements for out-of-area meetings, including travel reservations and other logistics for senior staff.
As necessary, attend program events and provide pre and post event support for senior staff. Prepare approval for payment reports for the Executive office, including corporate expense reports for members of the senior team.
Work directly with the finance team for prompt handling of payment of office expenses including Approval for Payments (AFPs) for departmental expenses.
Provide light clerical support to other Senior Directors and assist other administrative staff in the Executive Office as needed.
Manage the schedule for conference and meeting rooms and guide meeting attendants to appropriate locations.
Welcome Executive Office visitors and guide them as appropriate.
Assist in the coordination of corporate and social Executive Office events that take place during and after regular office hours.
Maintain stock levels for office and kitchen supplies and office/agency stationery and re-order as needed.
Ensure that public office spaces, including conference rooms, waiting area and pantry are clean and tidy. Coordinate with the Archdiocesan building office for larger facilities/maintenance issues.