Administrative Assistant

Little Flower Children and Family Services of New York•New York, NY

2d•Onsite

About The Position

The Administrative Assistant performs responsible and confidential secretarial and administrative work in support of the Program Director. Under general supervision, this role manages complex clerical tasks requiring independent judgment, discretion, and attention to detail. The Administrative Assistant supports daily operations by handling administrative details, coordinating information flow, and assisting with reports, correspondence, and record maintenance. The Community Administrative Assistant performs responsible and confidential administrative and clerical support duties in assistance to the Community Partnership Program Director and Community Organizer. Under general supervision, this role manages a variety of administrative tasks requiring professionalism, independent judgment, discretion, and strong attention to detail. The Community Administrative Assistant supports the daily operations of the Community Partnership Program by coordinating communication, maintaining records and program documentation, assisting with reports and correspondence, supporting community outreach efforts, and helping ensure the smooth flow of information between staff, community partners, and stakeholders.

Requirements

High school diploma or equivalent required
Minimum of two years of secretarial or administrative experience
Strong organizational skills with the ability to manage multiple priorities
Ability to work with sensitive and confidential information
Strong verbal and written communication skills
Knowledge and Experience in Microsoft Word, Excel, Outlook, and general office systems
Ability to work independently and prioritize tasks effectively
Proficiency in creating professional flyers and promotional materials
Ability to prepare, format, and organize data documents and spreadsheets efficiently
Excellent writing skills
Website building and social media knowledge.

Nice To Haves

Familiarity with human services or nonprofit environments
Commitment to following the Seven Commitments of the Sanctuary Model

Responsibilities

Read, sort, and route incoming mail; compose correspondence as directed
Screen and route telephone calls, providing information within scope of authority
Maintain and organize a wide variety of office files and records
Gather source materials and assist with preparation, editing, and formatting of reports and correspondence
Perform specialized clerical and technical duties in support of the Director
Maintain and update foster parent records in accordance with agency standards
Prepare copies of home studies, orientation packets, and related materials
Enter and maintain data related to medical records and reauthorization reports
Prepare office correspondence including letters, memoranda, documentation, and special projects
Perform data entry and retrieve reports as needed
Complete general office duties including filing, photocopying, faxing, ordering supplies, and arranging equipment repair
Proofread materials for accuracy and completeness
Collect, sort, and distribute mail to appropriate parties
Update schedules, rosters, calendars, and appointment information
Monitor the sign-out and return of agency records in accordance with approved practices
Provide administrative support to the Community Organizer and Program Director to ensure smooth day-to-day program operations and community engagement activities
Serve as a professional point of contact for community members, partners, and stakeholders by answering and routing telephone calls, emails, and inquiries appropriately
Assist with the coordination, preparation, and distribution of community outreach materials, including flyers, program announcements, correspondence, and event documentation
Maintain organized office systems, electronic records, calendars, schedules, and community partnership files in accordance with agency standards and confidentiality practices
Support the preparation, editing, formatting, and proofreading of reports, meeting materials, presentations, and program correspondence for internal and external stakeholders
Perform data entry and maintain accurate program records, participant information, attendance logs, and reporting documentation as required
Assist with coordinating community events, workshops, meetings, and outreach initiatives by preparing materials, tracking attendance, and supporting logistical needs
Monitor and maintain office supplies, equipment, and administrative resources to support daily operations and community programming
Collect, organize, and distribute incoming mail, documents, and program materials to appropriate staff and departments
Support the maintenance of sign-in sheets, appointment schedules, rosters, and program calendars to ensure effective communication and coordination
Utilize Microsoft Word, Excel, and other office systems to create spreadsheets, reports, flyers, and administrative documents efficiently and accurately
Maintain professionalism, strong organizational skills, and attention to detail while supporting a welcoming and community-focused environment
Per diem position requiring flexibility, professionalism, and the ability to work collaboratively within a fast-paced community-based setting