Job Overview:
- Schedule: 35 hours per week - typical hours Monday through Friday from 9am - 5pm with flexibility needed to work evenings for pre-scheduled meetings
- Type: Regular, Full Time
- Pay: $55,000annualized salary, non-exempt + benefits package
- Location: Hybrid schedule with an average of 2-3 days a week in person in the Lower East Side
Program Overview: The Third Street Women's Residence is a critical part of our Transitional & Supportive Housing division, providing transitional shelter and supportive services to 79 homeless women with mental illness concerns who are in need of permanent housing. The staff provides an array of social and housing placement services, working with the residents to enhance and develop life management skills, as well as to manage their mental health conditions. When needed, residents are referred to community-based organizations.Job Summary: As the Senior Administrative Assistant at our Women's Residence, you will play a crucial role providing administrative support directly to the Vice President, Transitional & Supportive Housing. You will be expected to swiftly handle all emails, scheduling, and projects alongside the Vice President, focusing on deadlines while constantly reprioritizing tasks. Confidentiality, empathy, and sensitivity to vulnerable populations are crucial to succeed in this role. You must have a commitment to and passion for the human service field, and want to grow into a career in the nonprofit sector.Qualifications:
- High School Diploma or equivalent required; high preference for a Bachelor's Degree
- 5+ years of professional experience
- Must have experience taking minutes/notes for important meetings and events with the ability to document and articulate key items within conversations
- Previous data entry and filing system organization experience preferred
- Good business writing, proofreading and editing skills, computer literacy, and proficiency in Microsoft 365 and Google Suite
- Good judgment and problem solving skills
- Strong organizational, communication and interpersonal skills
- Courteous, friendly and professional manner
- Ability to work independently and meet deadlines
- Ability to maintain confidentiality
- Ability to handle multiple tasks and stay calm under pressure
- Detail-oriented, focused and reliable
- Bilingual (English/Spanish) preferred.
Responsibilities:
- Responsible for managing the Vice President, Transitional & Supportive Housing's calendar and inbox using Outlook
- Support the Vice President, Transitional & Supportive Housing with their responsibilities by anticipating needs and ensuring all deadlines are met
- Attend meetings in person and over Zoom, recording minutes and ensuring all next steps are clearly documented
- Schedule meetings, interviews, and events; coordinate schedules, logistics, and food as needed
- Triage departmental phone calls and route to appropriate colleagues
- Liaise with all Henry Street divisions to ensure cross departmental projects are completed
- Assist the team with administrative tasks, audits, and documentation; create and manage systems of tracking for departmental responsibilities.
- Support audits and compliance efforts for internal and external requests and deadlines. Work alongside the Vice President to ensure funder requirements are met and reporting is completed by deadlines.
- Support Office Manager and other team members by providing them support and information as a liaison between the Vice President and the team.
- Other related duties as assigned by supervisor.
Essential Physical Job Functions:
- Must be able to use a computer, read, write, type and use phone system.
- Ability to perform tasks that require lifting, reaching, and bending.
- Fully vaccinated against COVID-19.
- Ability to work onsite in the Lower East Side.