Sr. Administrative Assistant - Supported Housing

Access Supports•Newburgh, NY

3d•Hybrid

About The Position

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

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.
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.
Must be capable to access all rooms in a government, administrative, or business partners building
Can sit or stand in front of a computer for long periods of time
Able to work in open space floor plan
Must be capable to move throughout workday
Able to transport and navigate to multiple locations throughout the day, including unfamiliar cities, or towns

Nice To Haves

Bachelor’s degree preferred.

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.