Administrative Assistant

HELP USA; Huntington Station (NY); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Paid Time Off

401(k) with Company contribution

Job summary

HELP USA is seeking an organized, reliable Administrative Assistant to support the Operations Manager and coordinate activities across programs and departments. The role requires proactive and professional multitasking in a fast-paced, multi-site environment.

Day-to-day tasks include scheduling, documentation management, meeting prep, data tracking, and logistics for operational initiatives. You will help keep workflows organized and support compliance documentation readiness.

Qualifications

• Prior experience providing administrative support.
• Strong Microsoft Office capability.
• Outstanding written and oral communications skills.
• Ability to manage a large volume of work with shifting priorities.
• High School Diploma or equivalent; some College is a plus.

Responsibilities

• Managing emails and phone communications and conveying messages promptly.
• Scheduling appointments, meetings, and events for Operations staff.
• Coordinating meeting logistics including invitations, rooms, and virtual links.
• Preparing agendas, materials, and assisting with notes and follow-up.
• Maintaining files, drives, and documentation systems in an organized manner.
• Updating routine operational tracking tools and collecting information from sites.
• Tracking tasks, sending reminders, and centralizing status reports.
• Maintaining a deadline tracker for timely follow-up.
• Assisting with reports, presentations, and correspondence using MS Office.
• Supporting procurement and expense workflows with documentation and records.
• Assisting with travel and conference coordination and logistics.
• Coordinating interview scheduling and recruitment communications.
• Supporting staff engagement activities, trainings, and organizational events.
• Providing administrative support for ongoing and special projects.

Skills

Administrative support

Communication skills

Prioritization

Team coordination

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

Location: Central | 115 E 13th Street, New York, NY

Summary

HELP USA is seeking an organized, reliable, and detail-oriented Administrative Assistant to support the Operations Manager and assist with the coordination of operational activities across programs and departments. The ideal candidate is proactive, professional, and comfortable managing multiple responsibilities in a fast-paced, multi-site environment.

This position will provide day-to-day administrative and coordination support related to scheduling, documentation management, meeting preparation, routine data tracking, communication follow-up, and logistical planning for operational initiatives. The Administrative Assistant will play an important role in keeping workflows organized, supporting compliance documentation readiness, and helping ensure operational activities move forward smoothly.

Essential Duties and Responsibilities

• Managing communications by email and telephone, and conveying messages accurately and on a timely basis
• Scheduling appointments, meetings, project check-ins, and events for Operations staff
• Coordinating meeting logistics, including invitations, room reservations, virtual meeting links, and participant communication
• Preparing agendas, meeting materials, and assisting with note-taking and follow-up tracking
• Maintaining files, shared drives, and documentation systems in an organized, easy-to-follow manner
• Updating routine operational tracking tools and following up with sites and departments for required information
• Track tasks; send reminders; collect updates; centralize status reports
• Maintain a deadline tracker to proactively flag upcoming due dates and ensure timely follow-up
• Assisting with the preparation, formatting, and organization of reports, presentations, and correspondence using Microsoft Office applications
• Supporting procurement and expense workflows by collecting documentation, tracking submissions, and maintaining records
• Assisting with travel and conference coordination, logistics, and documentation preparation
• Coordinating interview scheduling and applicant communication for Operations-related recruitment activities
• Supporting planning and logistics for staff engagement activities, trainings, meetings, and organizational events
• Providing administrative support for ongoing and special operational projects

Required Skills/Abilities

• Prior experience and demonstrated ability in providing administrative support.
• Great computer skills, including internet savvy and strong Microsoft Office capability.
• Outstanding written and oral communications skills to enable clear, effective, and respectful communications throughout the organization - from Board members to entry-level employees.
• Ability to process a large volume of work with shifting priorities without becoming frustrated or flustered.
• High School Diploma or equivalent; some College is a plus.

Compensation

Actual compensation will not be less than the applicable minimum wage, prevailing wage, or exempt salary requirements under federal, state and local laws.

We Have GREAT BENEFITS!

• Health insurance through Cigna, including dental and vision, with an option that covers the entire family with minimal employee contribution.
• Generous Paid Time Off!
• 401(k) with Company contribution, even if the employee doesn't contribute.
• And More !

Who We Are

At HELP USA, we work to ensure that everyone has a place to call home. We’re one of the nation’s largest non-profit homeless services providers and low-income housing developers serving at-risk populations, including families, individuals, veterans, survivors of domestic violence, people with physical and mental health challenges and disabilities, and seniors. With an annual operating budget approaching $150 million and 1400 employees working in nearly 60 programs, we have helped over 500,000 people facing homelessness and poverty to build better lives. We hope that you will consider joining our team in the fight against homelessness.