Administrative Assistant

Breaking Ground•New York, NY

13d

About The Position

ADMINISTRATIVE ASSISTANT Reporting to the Assistant Vice President (AVP), Office of the Chief Operating Officer (COO), the Administrative Assistant plays a key role in supporting executive operations and ensuring the efficient day-to-day functioning of the COO’s office, Property Management, and Programs. This position serves as a central point of coordination, communication, and organization across departments.

Requirements

Excellent written and verbal communication skills
Strong multitasking abilities, attention to detail
Strong interpersonal skills, cultural humility, and the ability to work effectively with people from diverse backgrounds and roles
Commitment to the organization’s mission
High School diploma or equivalent required
Minimum 2 years of experience in administrative support or related position required
Proficiency with Microsoft Office Suite programs including Word, Excel, Outlook, and Microsoft Teams

Responsibilities

Manage front desk operations, including greeting visitors, answering phones, and directing inquiries
Manage the COO’s calendar, prioritizing meetings and balancing strategic initiatives with operational needs
Coordinate conference room scheduling and maintain shared calendars
Process expense reports and credit card reconciliations
Order and track office supplies
Handle incoming and outgoing mail
Maintain organized physical and digital filing systems
Coordinate calendars for other leadership including staff meetings, travel arrangements, conference and event registration, and organizing meeting materials.
Assist with document formatting, editing, printing, and obtaining proper signatures for important documentsHandle sensitive information with discretion and high judgment
Maintain a professional, organized, and welcoming office environment
Provide coverage for the 5th floor reception desk as needed
Coordinate logistics for approved meetings and events, including scheduling, vendor coordination, materials preparation, and on-site support
Perform other related duties as assigned