Buildings Administrative Assistant- Central Office

Homes-For-the-Homeless; New York (NY); On-site; USD 42,000 - 45,000; Full time

Benefits offered by this job

Health insurance

403(b) retirement plan

Commuter benefits

3 weeks paid vacation

Job summary

Homes for the Homeless is seeking a Buildings Administrative Assistant to support the Associate Director of Facilities at our Central Office in New York. The role requires strong organization, effective communication, and the ability to manage multiple duties in a fast-paced environment.

The candidate will handle calendars, correspondence, and meetings, coordinate with internal teams and external vendors, and contribute to reporting and project tracking while maintaining confidentiality.

Qualifications

• Must be organized and able to communicate across different departments.
• Ability to travel between HFH sites within NYC via public transportation or car.
• Proficient in Microsoft Office, Excel, Outlook.

Responsibilities

• Manage calendars, schedule meetings and appointments.
• Manage and prioritize incoming communications (phone calls, emails, mail) and respond or redirect inquiries as appropriate.
• Attend and coordinate meetings.
• Prepare and distribute meeting agendas, minutes, and other relevant materials.
• Follow up on action items and ensure timely completion.
• Manage administrative tasks such as databases, filing systems, and copying.
• Assist in drafting and editing correspondence, reports, presentations, and other documents as required.
• Assist in researching, vetting, and onboarding new vendors by collecting pertinent documentation and conducting professional reference checks.
• Create and maintain tracking and reporting mechanisms to evaluate, analyze, and report on various projects.
• Maintain confidentiality of sensitive information and exercise discretion in handling department matters.
• Communicate as requested with a variety of internal and external parties, such as staff in the field, vendors, service providers an agency representatives.
• Other duties as requested.

Skills

Communication

Organization

Multitasking

Travel flexibility

Tools

Microsoft Office

Excel

Outlook

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Buildings Administrative Assistant- Central Office

Full Time Central, New York, NY, US

Salary Range: $42,000.00 To $45,000.00 Annually

BUILDINGS ADMINISTRATIVE ASSISTANT

We are excited to invite an enthusiastic and dedicated Buildings Administrative Assistant to join our team! Homes for the Homeless (HFH) is searching for a Buildings Administrative Assistant who will provide administrative support to the Associate Director of Facilities. This position plays a crucial role in ensuring the efficient functioning of the organization by managing a wide range of administrative tasks, facilitating effective communication, and coordinating key initiatives. The ideal candidate will be highly organized, detail-oriented, possess excellent communication, problem-solving skills, and the ability to multitask in a fast-paced environment. Join us and be a part of an organization that values your contribution and cares deeply for the community we serve.

ABOUT HOMES FOR THE HOMELESS:

Homes for the Homeless operates shelters for families experiencing homelessness in NYC. Our family residences are more than just a place to sleep. Families can make the most of their stay through accessing an array of onsite programs. Many of these programs are also available to people living in the local community. Our goal is to have a positive impact so families can thrive long after they leave our shelters.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manage calendars, schedule meetings and appointments.
• Manage and prioritize incoming communications (phone calls, emails, mail) and respond or redirect inquiries as appropriate.
• Attend and coordinate meetings.
• Prepare and distribute meeting agendas, minutes, and other relevant materials.
• Follow up on action items and ensure timely completion.
• Manage administrative tasks such as databases, filing systems, and copying.
• Assist in drafting and editing correspondence, reports, presentations, and other documents as required.
• Assist in researching, vetting, and onboarding new vendors by collecting pertinent documentation and conducting professional reference checks.
• Create and maintain tracking and reporting mechanisms to evaluate, analyze, and report on various projects.
• Maintain confidentiality of sensitive information and exercise discretion in handling department matters.
• Communicate as requested with a variety of internal and external parties, such as staff in the field, vendors, service providers an agency representatives.
• Other duties as requested.

QUALIFICATIONS:

• Must be organized and able to communicate across different departments.
• Ability to travel between HFH sites within the five boroughs of NYC via public transportation or car.
• Proficient in Microsoft Office, Excel, Outlook.

COMPENSATION/EEO:

In order to attract and retain a high-performance workforce, Homes for the Homeless offers a dynamic and rewarding work environment, with a focus on ensuring an appropriate work-life balance. In addition to a competitive salary, full-time permanent employees are eligible for excellent benefits including comprehensive health insurance (including medical, dental, and vision), an employer-funded 403(b) retirement plan, commuter benefits, life insurance, Work/Life Assistance Program, 3 weeks paid vacation, 10 sick days, 3 personal days and 12 paid holidays.

Homes for the Homeless is committed to promoting an inclusive organizational environment of dignity and respect. We are an Equal Opportunity Employer (EEO) committed to equal treatment, and prohibit any form of discrimination or harassment based on age, race, religion, creed, color, national origin, sexual orientation, veteran or military status, sex (including pregnancy, childbirth, and related medical conditions), gender (including gender identity and gender expression), disability, predisposing genetic characteristics, marital status, arrest or conviction, domestic violence victim status, familial status, or any other basis that would be in violation of any applicable federal, state, or local law.