Operations Admin Assistant - Multi-Site Coordination

HELP USA; Huntington Station (NY); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Paid Time Off

401(k) with Company contribution

Job summary

HELP USA is seeking an organized, reliable Administrative Assistant to support the Operations Manager and coordinate activities across programs and departments. The role requires proactive and professional multitasking in a fast-paced, multi-site environment.

Day-to-day tasks include scheduling, documentation management, meeting prep, data tracking, and logistics for operational initiatives. You will help keep workflows organized and support compliance documentation readiness.

Qualifications

• Prior experience providing administrative support.
• Strong Microsoft Office capability.
• Outstanding written and oral communications skills.
• Ability to manage a large volume of work with shifting priorities.
• High School Diploma or equivalent; some College is a plus.

Responsibilities

• Managing emails and phone communications and conveying messages promptly.
• Scheduling appointments, meetings, and events for Operations staff.
• Coordinating meeting logistics including invitations, rooms, and virtual links.
• Preparing agendas, materials, and assisting with notes and follow-up.
• Maintaining files, drives, and documentation systems in an organized manner.
• Updating routine operational tracking tools and collecting information from sites.
• Tracking tasks, sending reminders, and centralizing status reports.
• Maintaining a deadline tracker for timely follow-up.
• Assisting with reports, presentations, and correspondence using MS Office.
• Supporting procurement and expense workflows with documentation and records.
• Assisting with travel and conference coordination and logistics.
• Coordinating interview scheduling and recruitment communications.
• Supporting staff engagement activities, trainings, and organizational events.
• Providing administrative support for ongoing and special projects.

Skills

Administrative support

Communication skills

Prioritization

Team coordination

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

HELP USA is seeking an organized, reliable Administrative Assistant to support the Operations Manager and coordinate activities across programs and departments. The role requires proactive and professional multitasking in a fast-paced, multi-site environment.

Day-to-day tasks include scheduling, documentation management, meeting prep, data tracking, and logistics for operational initiatives. You will help keep workflows organized and support compliance documentation readiness.