Executive Administrative Assistant

Hope House, Inc.; New York (NY); On-site; USD 29,000 - 41,000; Full time

Benefits offered by this job

11 paid holidays per calendar year

Vacation, Personal, Sick time up to 2,

Medical, Dental, Vision Insurance

Flexible Savings Account

AFLAC Supplemental Benefits

Life Insurance (company paid)

Retirement Plan (company funded)

401k option

Tuition Reimbursement Program

CASAC/licensing assistance

Employee Assistance Program (EAP)

Legal/ID Shield Insurance

Job summary

Hope House, Inc. is seeking an administrative professional to provide comprehensive support to the President & CEO and leadership team. You will manage calendars, draft communications, monitor program metrics, and oversee online presence including social media and the website.

Requires 3–5 years of admin experience, strong Microsoft Office skills, and excellent organization. The role includes reception duties, file management, and coordinating events with a strong commitment to confidentiality.

Qualifications

• Proven experience as an administrative assistant, executive assistant, or in a similar role (typically 3–5 years).
• Proficiency in Microsoft Office Suite and other office software; social media and website management experience.
• Excellent communication, time management, problem solving, and organizational skills.
• Commitment to confidentiality and professionalism.

Responsibilities

• Act as liaison between the President & CEO, the Board, community representatives, and staff.
• Organize and manage board meeting calendars, with reminders and preparations.
• Manage the President & CEO's calendar and draft communications, memos, policies.
• Monitor weekly program bed census and daily client sign-in sheets across programs.
• Oversee social media presence and maintain the organization’s website.
• Coordinate annual fundraising events; track registrations and payments.

Skills

Administrative experience

Microsoft Office

Communication skills

Time management

Education

High School Diploma or GED

Associate's degree

Bachelor's degree

Tools

Social media management

Website management

Calendar management

Job description

If you are looking for a challenging and rewarding career, Hope House is the place for you! If you are seeking a fulfilling career, with numerous opportunities to make a REAL difference in the lives of people, we want YOU!

Hope House is a substance abuse treatment provider who strives to save lives, recover hope and restore families to those suffering from Substance Abuse Disorder. We are committed to making sure that all staff members feel like they make a difference and are a part of our team!

Hope House Inc. has a reputation as one of the top employers in the Greater Capital Region of New York.

Schedule:

This a full-time position, Monday through Friday 8am to 4pm.

Job Status:

Full-Time, Non-Exempt / Hourly

Compensation:

up to $25.477/hour

Job Duties Include:

• Act as primary liaison between the President & CEO, the Board of Directors, community representatives, and all Hope House Staff.
• Organize and manage the calendar for board meetings, including preparations and reminders for participants as directed by the President & CEO.
• Manage the President & CEO's calendar.
• Draft and type various communications for the President & CEO, including memos, policies, and procedures
• Monitor and report weekly program bed census and daily client sign-in sheets across all programs.
• Oversee Hope House's social media presence and maintain the organization's website.
• Responsible for assisting with the coordination of annual fundraising events by attending meetings, tracking registrations, and managing payments.
• Prepare accurate minutes for board meetings, executive committee meetings, and other assigned meetings.
• Coordinate with program managers to transfer case records for discharged clients, ensuring proper organization and disposal of outdated materials.
• Reception duties such as answering phone calls, directing visitors, and taking messages as needed.
• Responsible for the management of administration mail.
• Act as primary contact for the maintenance of postage machines.
• Order supplies needed for the Administration Department.
• Responsible for coordinating with shred bin company, ensuring shred bins are emptied on a regular basis.
• Other duties as assigned.

Education:

Minimum of High School Diploma or GED required. Associate's or Bachelor's Degree in Business Administration or a related field preferred.

Experience:

• Proven experience as an administrative assistant, executive assistant, or in a similar role, typically 3-5 years
• Technical skills: Proficiency in Microsoft Office Suite (Word, Excel, Powerpoint, Outlook) and other office software, experience with social media platforms and website management.
• Excellent communication, time management, problem solving, and organizational skills.
• Understanding of and commitment to maintaining confidentiality, and a high level of professionalism.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. It is the policy of Hope House to provide equal employment opportunity to all applicants and employees without regard to race, sex, color, religion, national origin, age, disability, or veteran status.

• 11 paid holidays per calendar year
• Vacation, Personal, and Sick Time (up to 200 hours per year to start)
• Medical, Dental, & Vision Insurance
• Flexible Savings Account & Health Savings Account depending on medical plan
• AFLAC Supplemental Benefits
• Benefit Buyout option if coverage is waived
• Voluntary Short-Term Disability & Life Insurance
• Company paid Life Insurance Policy at two times annual salary
• Company funded Retirement Plan
• 401k option to further save for retirement
• Tuition Reimbursement Program
• Partnership with Maria College – 40% discount on the CASAC program and various bachelor degree programs for employees, spouses, domestic partners, and dependents
• Assistance with CASAC and/or Licensing Applications/Exam
• EAP Program for you and your family
• Legal/ID Shield Insurance