Administrative Assistant

HEARTSHARE HUMAN SERVICES OF NEW YORK • New York, NY

11d • $23 - $23 • Onsite

About The Position

We are seeking an Administrative Assistant to join our team! The ideal candidate will play a central role in the activities that support foster parent recruitment at HSVS. The Administrative Assistant will maintain positive, professional, and reliable communication with clients, to maintain audit-ready client files, to manage invoice reconciliation, to support recruitment event planning and execution, and general staff support.

Requirements

• Associate’s degree or equivalent
• One or more years of administrative support experience preferred
• 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
• Strong attention to detail and problem-solving abilities

Responsibilities

• Provide administrative support including client communication, scheduling, and file maintenance
• Routing correspondence
• Drafting letters and documents
• Respond timely to internal and external requests for client information and documents, track data as requested
• Handle 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 petty cash reconciliations and reimbursement requests
• Manage meeting logistics, conference rooms, AV equipment, and displaying presentation
• Help prepare and process expense reports, vendor invoicing paperwork, and purchase requisition
• 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

Benefits

• Rewarding Work in a team environment
• Paid vacation, sick, personal days, and holidays
• 403(B) retirement plans with employer contribution
• Health, dental, vision and life insurance
• Employee Assistance Program (EAP)
• Flexible spending account (Dependent Care, Medical, Parking, and Transit)
• Employee Appreciation Programs and Events
• Tuition Assistance Program
• Professional Development opportunities
• Wellhub Discount
• Verizon Wireless Discount
• BJs Membership discount
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree