Administrative Assistant (Facilities & Real Estate)

Gersh Autism; Town of Huntington (NY); On-site; USD 3,642,000 - 4,305,000; Full time

Benefits offered by this job

Health care plan

Retirement plan (401k)

Life insurance

Family leave

Disability coverage

Training & development

Job summary

Gersh Autism Huntington, NY, is seeking an Administrative Assistant (Facilities & Real Estate) to partner with the VP of Facilities & Real Estate. You will drive operational efficiency, coordinate documentation, and maintain SOPs across multiple locations, while supporting new openings and ongoing projects.

The role requires 3–5+ years in facilities/administrative operations, strong organizational skills, and proficiency with Microsoft Office and Asana.

Qualifications

• 3–5+ years of experience in facilities operations, administrative management, or operations support roles.
• Strong experience in process development, SOP communication, and organizational systems.
• Exceptional organizational and project management skills with the ability to manage multiple priorities across locations.
• Proficiency in Microsoft Office (Excel, Word, Outlook), Teams, and project management tools (e.g., Asana).
• Strong communication and coordination skills across internal teams and external partners.
• Detail-oriented with strong follow-through and accountability.
• Proactive, solution-oriented mindset.
• Valid driver’s license and willingness to travel as needed.

Responsibilities

• Lead the reorganization and ongoing maintenance of all departmental files and Teams environments, ensuring accessibility, consistency, and accuracy
• Maintain centralized file management systems, including uploading and organizing leases, contracts, and departmental documentation
• Support the VP in record keeping for all new and existing leases, ensuring documentation is current and properly tracked
• Lead the distribution and communication of departmental SOPs across all locations
• Ensure all sites are aligned with SOP expectations and monitor compliance through consistent communication and follow-up
• Maintain accurate record keeping of SOP implementation and adherence
• Oversee the creation, organization, and maintenance of onboarding materials and documentation for all new facilities team members
• Ensure new hires are equipped with the tools, processes, and information needed to succeed within the department
• Support consistency in onboarding practices across all locations
• Support all phases of new location openings, including coordination, communication, and operational readiness
• Assist in maintaining floorplan integrity across all sites to ensure alignment with programmatic and operational standards
• Provide onsite support for new locations post-opening as needed
• Support communication and coordination with internal teams and external partners related to openings
• Assist the VP in tracking and following up on bids and active projects to ensure progress and accountability
• Support communication of project updates, timelines, and expectations across all locations
• Coordinate and prepare materials for departmental initiatives and ongoing projects
• Support internal facilities inspections and site reviews to ensure all locations meet company standards
• Assist in coordinating communication and follow-up related to inspections, certifications, and facility requirements
• Support coordination and communication with external vendors related to new locations and facility needs
• Manage ongoing communication with insurance providers, ensuring all required updates, documentation, and information are submitted throughout the year
• Support data collection and organization for insurance renewals and reporting
• Create and distribute a departmental newsletter to ensure alignment, visibility, and communication across locations
• Coordinate and manage bi-weekly departmental meetings, including scheduling, agenda preparation, and follow-up
• Serve as a central point of communication across the department to ensure clarity and consistency
• Serve as a liaison between Facilities, Procurement, and internal departments to ensure alignment and efficiency
• Support communication across locations regarding projects, expectations, and operational updates
• Assist in coordinating departmental initiatives, meetings, and follow-ups
• Support staff time-off tracking and communication, ensuring coverage and visibility across the team
• Provide administrative and organizational support to ensure smooth day-to-day departmental operations
• Maintain a high level of organization, follow-through, and responsiveness across all responsibilities
• Must be able to keep students safe from themselves and others and, in some cases, may need to implement CPI procedures
• Must be able to lift a child and perform physical tasks as needed.
• Ability to stand, walk, bend, kneel, and move throughout the workday
• Ability to lift 50-65 pounds, and assist in physical support of students
• Ability to multi-task and shift priorities quickly
• Ability to exercise sound judgment in high-pressure or safety-sensitive situations
• Ability to work effectively as part of a team and maintain professional relationships
• Ability to perform duties under stress, including during behavioral escalations

Skills

Facilities operations

Administrative management

Project management

Communication

Organizational skills

Tools

Asana

Microsoft Office

Teams

Job description

Administrative Assistant (Facilities & Real Estate)

Gersh Autism Huntington, New York, United States

About this position

For over 30 years, Gersh Autism has empowered students on the autism spectrum to reach their full potential. Serving individuals aged 5-21 across the U.S. and Puerto Rico, our network of K-12 schools provides personalized education tailored to each student’s unique learning style. We offer comprehensive therapeutic services—speech, physical, occupational therapy, and more—along with vocational training for older students. Our dedicated team collaborates with families to ensure academic, social, and emotional growth, preparing students for success beyond the classroom. At Gersh Autism, we are committed to helping individuals on the autism spectrum lead fulfilling, independent lives.

The Gersh Organization is dedicated to transforming the lives of children on the autism spectrum through exceptional educational and support services. With a growing national footprint, the Facilities & Real Estate department plays a critical role in ensuring all environments are safe, consistent, and operationally aligned with the organization’s mission.

The Administrative Assistant serves as a strategic partner to the VP of Facilities & Real Estate, responsible for driving operational efficiency, strengthening communication across all locations, and ensuring consistency in execution, documentation, and facilities standards.

This role is instrumental in building infrastructure across the department—including SOP implementation, onboarding, file management, project coordination, and cross-functional communication—while supporting the successful expansion and ongoing performance of all locations.

Key Responsibilities

Operational Infrastructure + File Management

• Lead the reorganization and ongoing maintenance of all departmental files and Teams environments, ensuring accessibility, consistency, and accuracy
• Maintain centralized file management systems, including uploading and organizing leases, contracts, and departmental documentation
• Support the VP in record keeping for all new and existing leases, ensuring documentation is current and properly tracked

SOP Communication, Compliance + Documentation

• Lead the distribution and communication of departmental SOPs across all locations
• Ensure all sites are aligned with SOP expectations and monitor compliance through consistent communication and follow-up
• Maintain accurate record keeping of SOP implementation and adherence
• Support the ongoing refinement and clarity of SOP documentation

Onboarding + Departmental Training Support

• Oversee the creation, organization, and maintenance of onboarding materials and documentation for all new facilities team members
• Ensure new hires are equipped with the tools, processes, and information needed to succeed within the department
• Support consistency in onboarding practices across all locations

New Location Openings + Ongoing Support

• Support all phases of new location openings, including coordination, communication, and operational readiness
• Assist in maintaining floorplan integrity across all sites to ensure alignment with programmatic and operational standards
• Provide onsite support for new locations post-opening as needed, ensuring smooth transition into operations
• Support communication and coordination with internal teams and external partners related to openings

Project Coordination + VP Support

• Assist the VP in tracking and following up on bids and active projects to ensure progress and accountability
• Support communication of project updates, timelines, and expectations across all locations
• Coordinate and prepare materials for departmental initiatives and ongoing projects

Facilities Standards, Inspections & Coordination

• Support internal facilities inspections and site reviews to ensure all locations meet company standards
• Assist in coordinating communication and follow-up related to inspections, certifications, and facility requirements
• Support coordination and communication with external vendors related to new locations and facility needs

Insurance & Data Coordination

• Manage ongoing communication with insurance providers, ensuring all required updates, documentation, and information are submitted throughout the year
• Support data collection and organization for insurance renewals and reporting

Department Communication & Coordination

• Create and distribute a departmental newsletter to ensure alignment, visibility, and communication across locations
• Coordinate and manage bi-weekly departmental meetings, including scheduling, agenda preparation, and follow-up.
• Serve as a central point of communication across the department to ensure clarity and consistency

Communication + Cross-Functional Coordination

• Serve as a liaison between Facilities, Procurement, and internal departments to ensure alignment and efficiency
• Support communication across locations regarding projects, expectations, and operational updates
• Assist in coordinating departmental initiatives, meetings, and follow-ups

Administrative & Team Support

• Support staff time-off tracking and communication, ensuring coverage and visibility across the team
• Provide administrative and organizational support to ensure smooth day-to-day departmental operations
• Maintain a high level of organization, follow-through, and responsiveness across all responsibilities

Qualifications

• 3–5+ years of experience in facilities operations, administrative management, or operations support roles
• Strong experience in process development, SOP communication, and organizational systems
• Exceptional organizational and project management skills with the ability to manage multiple priorities across locations
• Proficiency in Microsoft Office (Excel, Word, Outlook), Teams, and project management tools (e.g., Asana)
• Strong communication and coordination skills across internal teams and external partners
• Detail-oriented with strong follow-through and accountability
• Proactive, solution-oriented mindset
• Valid driver’s license and willingness to travel as needed

Physical Requirements

• Must be able to keep students safe from themselves and others and, in some cases, may need to implement CPI (therapeutic holds) procedures.
• Must be able to remove oneself from potentially harmful situations and, in some cases, be able to lift a child.
• Ability to stand, walk, bend, kneel, and move throughout the workday
• Ability to lift (at least 50-65 pounds), assist, and/or physically support students, which may include lifting or guiding students of varying sizes
• Ability to physically intervene when required to ensure safety (per CPI training)
• Ability to remove oneself and/or others from unsafe situations quickly
• Ability to maintain attention and focus in a dynamic, high-stimulation environment
• Ability to multi-task and shift priorities quickly
• Ability to exercise sound judgment and decision-making, particularly in high-pressure or safety-sensitive situations
• Ability to work effectively as part of a team and maintain professional relationships
• Ability to perform duties under stress, including during behavioral escalations

Benefits for Full-Time Employees

Gersh Autism offers a competitive compensation package, including comprehensive health and retirement benefits, professional development opportunities, and a supportive work environment committed to your personal and professional growth.

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k matching)
• Life Insurance (Basic, Voluntary & AD&D)
• Family Leave (Maternity, Paternity)
• Short-Term & Long-Term Disability
• Training & Development

Salary Information

The pay range for this role is: 26.44 - 31.25 USD per hour (West Hills Academy)

$26.44 - $31.25Hourly Wage