Sr. Administrative Assistant - Supported Housing

Access: Supports for Living • Newburgh, NY

4d • Hybrid

About The Position

Be part of a team that values connection, accountability, and real impact. At Access, our Culture Playbook isn’t a poster on the wall – it’s how we show up for each other and for the people we support. You’ll be part of a team that is clear about expectations, supportive and accountable, and focused on outcomes that matter to people. The Senior Administrative Assistant provides high-level administrative support to Senior and C-level leadership positions by performing a variety of tasks including managing phones and emails, scheduling appointments, and planning meetings and travel, receiving visitors, arranging conference calls, preparing correspondence, handling information requests, and other duties. Occasional local travel for errands and attendance at Board and Committee meetings. The ideal candidate is proactive, organized, detail-oriented, and committed to the mission of helping people live the healthiest and fullest lives possible.

Requirements

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with database systems.
• Ability to handle sensitive and confidential information with discretion.
• Proven ability to work independently and as part of a collaborative team.
• High level of adaptability and problem-solving skills.
• Associate’s degree in Business Administration, Human Services, or related field; Bachelor’s degree preferred.
• At least 3 years of experience in an administrative or program support role, ideally in a human services or nonprofit setting.

Nice To Haves

• Familiarity with supported housing, social services, or community-based programs.
• Knowledge of the Hudson Valley region and its human services landscape.
• Experience with project management tools or software.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities, to include prompt, friendly, and efficient customer service skills.

Responsibilities

• Manage the Director’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare agendas, minutes, and follow-up action plans for internal and external meetings.
• Draft and proofread correspondence, reports, and presentations, ensuring professionalism and accuracy.
• Organize and maintain electronic and physical filing systems for efficient access to critical documents.
• Coordinate scheduling and activities with program assistants.
• Assist in the preparation and submission of program reports, grant applications, and compliance documentation.
• Coordinate program data collection and entry into relevant databases.
• Support the development of training materials, policy updates, and communications for supported housing and human services programs.
• Track and follow up on compliance and reporting requirements with funding sources, including schools, counties, private foundations, and government.
• Maintain accurate records of government communications and deadlines.
• Support of Central Administration archiving procedures and document management systems.
• Serve as the primary point of contact between the Director and internal/external stakeholders, including staff, clients, community partners, and funders.
• Coordinate and disseminate updates, announcements, and meeting materials to program teams.
• Respond to general inquiries and redirect as appropriate.
• Coordinate activities and communications with Central Administrative staff.
• Assist with the planning and execution of events, including workshops, community meetings, and staff development sessions.
• Monitor project timelines and ensure deliverables are met.
• Support special projects as assigned by the Director.
• Track program metrics and outcomes to support reporting requirements and continuous improvement efforts.
• Collaborate on value streams and process improvement initiatives.
• Ensure accurate and timely data entry into tracking systems.
• Oversee inventory and ordering of office supplies for the department.
• Assist with budget tracking and expense reconciliation for departmental operations.
• Coordinate the maintenance and use of office equipment and technology.
• Support program leadership with applicant scheduling and program onboarding tasks for departmental staff.
• Collaborate with Finance to ensure timely submission of invoices, billing, and other financial documents.
• Assist with tracking staff credentials, training compliance, and certifications.

What This Job Offers

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