Executive Assistant to SVP, Real Estate Strategy & Systems

Heartshare Human Services Of New York; New York (NY); On-site; USD 30,000 - 38,000; Full time

Job summary

Heartshare Human Services Of New York is seeking an Administrative Assistant to the SVP of Real Estate Strategy & Systems in Brooklyn. You will provide high-level administrative and project coordination support across Facilities and Real Estate, ensuring organizational accountability and execution of strategic initiatives.

The ideal candidate is highly organized, proactive, and detail-oriented, capable of managing multiple priorities in a fast-paced environment while supporting capital projects,

Qualifications

• Associate degree or higher preferred; high school diploma with relevant experience may be considered.
• 2-3 years of experience with Microsoft Office and document scanning tools.
• Experience with facilities management and workflow systems such as WorxHub, Kissflow, NetSuite, Paycom, Adobe Sign.
• Strong record-keeping skills for physical and digital documents.
• Excellent communication and ability to work with stakeholders and vendors.

Responsibilities

• Serve as the primary administrative resource for the SVP, handling scheduling, correspondence, and task management.
• Assist with meeting preparation, including agenda creation, document distribution, and note-taking as needed.
• Serve as department contact for all FEDEX shipping.
• Distribute department communications to program management, as requested.
• Manage and track all department assets: Computers, Vehicles, etc.
• Create and distribute the department’s monthly newsletter.

Skills

Strong organizational skills

Problem solving

Recordkeeping

Effective communication

Teamwork

Independent work

Facilities systems familiarity

Empathy and respectful approach

Education

Associate degree or higher preferred

Tools

WorxHub

Kissflow

NetSuite

Paycom

Adobe Sign

Microsoft Office Suite

Job description

Heartshare Human Services Of New York is seeking an Administrative Assistant to the SVP of Real Estate Strategy & Systems in Brooklyn. You will provide high-level administrative and project coordination support across Facilities and Real Estate, ensuring organizational accountability and execution of strategic initiatives.

The ideal candidate is highly organized, proactive, and detail-oriented, capable of managing multiple priorities in a fast-paced environment while supporting capital projects,