Administrative Assistant

Lantern Community Services Inc; New York (NY); On-site; USD 40,000 - 50,000; Full time

Job summary

A nonprofit organization in Bronx, NY, is seeking a full-time Administrative Assistant to provide support in a shelter environment. The role involves administrative duties, document management, and scheduling team meetings. Candidates should have a high school diploma and two years of relevant experience with proficiency in Microsoft Office. Bilingual English/Spanish is preferred, and the position may include evening hours. Unique challenges include working with diverse populations facing various issues.

Qualifications

• Minimum of two years of administrative or office management experience required.
• Ability to work effectively under pressure and maintain flexibility in scheduling.

Responsibilities

• Perform general administrative duties to support daily shelter operations.
• Organize and maintain client and staff documentation for compliance.
• Schedule and coordinate team meetings and record minutes.

Skills

Proficiency in Microsoft Word

Proficiency in Excel

Proficiency in PowerPoint

Strong written skills

Strong verbal skills

Organizational skills

Bilingual English/Spanish

Education

High School Diploma, HSE, or GED

Associate’s or Bachelor’s degree (preferred)

Job description

Reports to

Shelter Director

Classification

Non-Exempt

Location

Bronx, NY

Status & Hours

This is a full-time position, which may include some evenings. Lantern staff may be asked to change the work schedule and hours depending on the operational needs of the site and the agency.

Who We Are

Lantern Community Services helps New Yorkers impacted by homelessness move from surviving to thriving by pairing safe, supportive housing with wraparound services that build lasting stability and independence. If you believe a steady home can be the start of everything else, you’ll fit right in with our mission‑first team. Lantern was also recognized as a Top 2025 Workplace by City & State New York—a great place to do meaningful work with people who care.

Where You Will Work

Hudson Bay is a brand‑new, all‑female shelter in the Bronx housing 200 women aged 55 and older.

About The Role

The Administrative Assistant provides administrative support to a mental health and general population shelter in Queens. Responsibilities include maintaining documentation and reports, supporting daily program operations, and assisting staff with administrative tasks. This position reports to the Shelter Director and plays a key role in ensuring organized, efficient, and compliant program administration.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Perform general administrative duties to support daily shelter operations.
• Maintain efficient office workflow by adhering to established administrative procedures and policies.
• Organize and maintain client and staff documentation to ensure compliance with contractual and regulatory requirements.
• Assist with the distribution and posting of required shelter communications and notices to keep residents informed.
• Schedule and coordinate team meetings (Staff, Clinical, Housing, Incident Review), and record and distribute meeting minutes.
• Monitor staff compliance with required trainings and certifications.
• Track program compliance with required documentation and reporting deadlines.
• Prepare reports, correspondence, policies, procedures, and interoffice communications as needed.
• Maintain bulletin boards and required regulatory postings.
• Assist with inventory management and ordering of office and program supplies.
• Process and track check requests, petty cash, and MetroCards.
• Support the maintenance of office equipment and coordinate vendor services as needed.
• Perform other related duties as assigned.

Required Qualifications

• High School Diploma, HSE, or GED required.
• Minimum of two (2) years of administrative or office management experience required.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Strong written, verbal, and organizational skills.
• Ability to work effectively under pressure and maintain flexibility in scheduling.

Preferred Qualifications

• Associate’s or Bachelor’s degree from an accredited institution preferred.
• Bilingual English/Spanish preferred.
• Experience with electronic case management systems.
• Knowledge of HIV/AIDS, mental health, substance use, and chronic homelessness service systems preferred.

Work Environment

This job operates in a shelter environment and works with a population who may experience mental illness, substance use, disability, HIV/AIDS, and other chronic illnesses. Occasional travel throughout New York City may be required for training or meetings.

Physical Demands

While performing the duties of this job, the employee is regularly required to stand, walk, sit, stoop, climb stairs, and/or kneel. The employee must use their hands to type, handle, or feel and frequently talk or hear. Occasionally, the employee may lift and/or move up to 10 pounds.

Equal Employment Opportunity Statement

Lantern Community Services provides equal employment opportunities to all employees and applicants for employment. Lantern Community Services values the diversity of all our clients, staff, Board of Directors, and partners.