Administrative Assistant

Kinsley Power Systems; Town of Wappinger (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

Kinsley Power Systems is seeking an Administrative Assistant to provide essential support to the Executive Director, Leadership Team, and multiple departments. This role ensures smooth day-to-day operations by coordinating calendars, managing communications, arranging meetings and events, and handling confidential information with discretion.

The ideal candidate will have a high school diploma (associate degree preferred), strong Microsoft Office skills, and the ability to work independently

Qualifications

• High school diploma or equivalent; associate degree preferred.
• Minimum two years admin or office support experience, preferably nonprofit or healthcare.
• Proficient in Microsoft Office Suite and other office technology.
• Excellent verbal and written communication skills.
• Strong organizational, time management, and multitasking abilities.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service and interpersonal skills.
• Ability to work independently while collaborating with a team.
• Minimum three years secretarial/administrative assistant experience.

Responsibilities

• Greet visitors and provide reception coverage as needed.
• Manage complex calendars including scheduling meetings and conference calls.
• Prepare meeting agendas and record minutes in the absence of the Executive Assistant.
• Provide administrative support to the Executive Director, Associate Executive Director, and Leadership Team.
• Coordinate catering, vendor arrangements, and logistics for agency meetings and events.
• Maintain office supply inventory and order supplies as needed.
• Distribute incoming mail to staff.
• Maintain confidentiality of sensitive information.
• Assist with planning and coordinating agency events.
• Provide administrative support to other departments and assist with special projects.
• Perform data entry and maintain records.
• Prepare and process purchase orders, expense reports, and other admin docs.
• Obtain vendor quotes and assist with vendor relationships and purchasing.
• Return phone calls and emails on behalf of the Executive Director or organization.
• File, organize, and maintain documents.
• Work with IT to report and resolve tech issues.
• Provide admin support to HR as needed.
• Coordinate executive travel arrangements and itineraries.
• Serve as liaison between leadership and departments.
• Coordinate and monitor requests from departments and ensure timely follow-up.
• Handle confidential information with discretion.
• Maintain executive files and records with confidentiality and retention compliance.
• Track deadlines and follow up on action items.
• Perform other duties as assigned.

Skills

Microsoft Office

Communication skills

Organizational skills

Time management

Multitasking

Confidentiality

Education

High school diploma

Associate's degree preferred

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Job description

Position Summary

The Administrative Assistant provides administrative and operational support to the Executive Director, Leadership Team, and various departments. This position ensures the efficient day-to-day operation of the office by coordinating administrative functions, managing communications, supporting meetings and events, and maintaining confidentiality.

Position Duties

• Greet visitors, receive packages and deliveries, and provide reception coverage as needed.
• Manage complex calendars including scheduling meetings, appointments, and conference calls while proactively resolving scheduling conflicts and prioritizing competing demands.
• Prepare meeting agendas and record meeting minutes in the absence of the Executive Assistant.
• Provide administrative and secretarial support to the Executive Director, Associate Executive Director, and members of the Leadership Team.
• Coordinate catering, vendor arrangements, and logistics for agency meetings and events.
• Maintain office supply inventory and order supplies as needed.
• Distribute incoming mail to the appropriate staff members.
• Maintain the confidentiality of sensitive agency, employee, and organizational information.
• Assist with planning and coordinating agency events.
• Provide administrative support to other departments and assist with special projects as assigned.
• Perform data entry and maintain accurate electronic and paper records.
• Prepare and process purchase orders, expense reports, and other administrative documentation.
• Obtain vendor quotes and assist with vendor relationships and purchasing activities.
• Return phone calls and emails on behalf of the Executive Director or the organization, as appropriate.
• File, organize, and maintain electronic and physical documents.
• Work with the Information Technology department to report and help resolve technology-related issues.
• Provide administrative support to the Human Resources department as needed.
• Prolonged periods of sitting, standing, and walking.
• Ability to lift and carry office supplies and packages weighing up to 25 pounds.
• Ability to operate standard office equipment, including computers, printers, copiers, and telephones.
• Coordinate all travel arrangements for executive leadership, including airfare, hotel accommodations, ground transportation, conference registrations, and detailed travel itineraries.
• Serve as a liaison between executive leadership and departments, facilitating effective communication, collaboration, and follow-through on organizational priorities.
• Coordinate and monitor requests from various departments on behalf of executive leadership, ensuring timely responses, appropriate follow-up, and successful completion of assigned tasks.
• Handle highly confidential and sensitive information with the utmost discretion, maintaining strict confidentiality regarding organizational, personnel, financial, and strategic matters. (replace #8)
• Maintain executive files, correspondence, and records in an organized and secure manner, ensuring compliance with organizational policies regarding confidentiality and document retention.
• Track deadlines, follow up on action items, and ensure timely completion of executive priorities and organizational initiatives.
• Perform other duties and responsibilities as assigned.

Requirements

• High school diploma or equivalent required; Associate's degree preferred.
• Minimum of two years of administrative or office support experience, preferably in a nonprofit or healthcare setting.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other office technology.
• Excellent verbal and written communication skills.
• Strong organizational, time management, and multitasking abilities.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service and interpersonal skills.
• Ability to work independently while collaborating effectively with a team.
• Minimum three years secretarial/administrative assistant experience.