Operations Administrative Assistant

Heartshare Human Services Of New York; New York (NY); On-site; USD 44,000 - 51,000; Full time

Benefits offered by this job

403(B) retirement plan

Health, dental, vision and life ins.

Employee Assistance Program (EAP)

Flexible spending account (FSA)

Professional development

Job summary

HeartShare Human Services of New York is seeking an experienced administrative professional to support the Office of the COO and Chief of Staff in Brooklyn. The role focuses on maintaining records, facilitating communications, and coordinating meetings, events, and logistics.

The position requires a Bachelor’s degree or equivalent, plus 2+ years of executive administrative experience, with strong MS 365, SharePoint, and meeting management skills.

Qualifications

• Bachelor's degree from a four-year college, or equivalent experience. required
• Two or more years of executive or administrative support experience or equivalent.

Responsibilities

• Provide administrative support to the COO and Chief of Staff, and maintain comprehensive, accurate records.
• Serve as a communication point between the Chief of Staff, COO, internal teams, and external resources.
• Meet regularly with the Chief of Staff to review task status and priorities.
• Coordinate meetings and events, including logistics, setup, and run of show.
• Manage invoices, expenses, and vendor coordination for the COO and staff.

Skills

MS 365 Proficiency

Live Virtual Meetings

SharePoint Admin

Invoice & Expense

Organization

Communication Skills

Confidentiality

Education

Bachelor's degree or equivalent

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Job Details

Job Location: HeartShare Human Svs, 330 Jay St 29th FL, Brooklyn, NY,11201 - BROOKLYN, NY 11201

Position Type: Full-Time

Education Level: Bachelors Degree or Equivalent

Salary Range: $31.86 - $37.36 Hourly

Travel Percentage: Up to 25%

Job Shift: Day

Essential Functions and Primary Responsibilities of Position

Administrative support to Operations Team

• Maintain comprehensive and accurate records for the Office of the COO
• Serve as a point of communication between the Chief of Staff and COO, internal teams, and outside resources
• Meet regularly with the Chief of Staff to review task status and confirm priorities

Meetings, Events, and Internal Communications

• Provide town hall production support: build and advance the presentation, set up the virtual meeting including breakout rooms, and record the session
• Build the Manager Forum deck and consolidate other presenters' slides into a single master deck
• Provide presentation and logistics support for Leadership Council meetings and the annual leadership retreat
• Provide on-site, day-of event support, including setup, materials, and run of show
• Compile the monthly Leadership Council birthday and anniversary list from the maintained Executive Office record, add recognitions to the Leadership Council agenda, and route the list to the staff member who administers recognition gifts
• Provide administrative support for agency recognition and employee engagement events, including vendor scheduling, invoice processing, and supply ordering

Program and Learning Administration

• Set up and break down room for new hire orientation on site
• Book rooms, order supplies, and coordinate logistics for learning sessions delivered at 330 Jay Street

Invoice, Expense, and Procurement Processing

• Prepare the monthly corporate credit-card reconciliation for the COO’s card: assemble the expense sheet, statement, and matched receipts in order; apply nature of expense, budget code, and cost center; route for signature and submit to Fiscal by the monthly due date
• Process invoices and financial paperwork on behalf of the COO and Chief of Staff
• Collect and submit credit-card receipts on behalf of supported departments, and maintain a shared receipts folder so receipts are captured at the point of purchase rather than retrieved retroactively
• Place orders for equipment and supplies through approved vendors and confirm receipt

Vendor, Asset, and Service Coordination

• Research and coordinate vendors for events and division-wide initiatives inside and outside the office.

Records, Documentation, and Shared Systems

• Maintain the Operations SharePoint site and landing page as the divisional document home, continuously improve company intranet pages for COO departments.
• Produce illustrated user guides, process one-pagers, and reference material for staff
• Document and improve the recurring administrative processes owned by this role, and maintain written procedures so the work is transferable
• Performs other job-related duties as assigned, consistent with the scope, responsibilities, and level of the position, and in compliance with applicable laws, regulations, and organizational policies.

Qualifications

• Bachelor's degree from a four-year college, or equivalent experience. required
• Two or more years of executive or administrative support experience or equivalent.

Knowledge, Skills, and Abilities

• Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams
• Ability to run live virtual meetings, including presenter controls, breakout rooms, and recording
• SharePoint site and distribution list maintenance
• Working knowledge of invoice and expense workflow systems, including expense coding, budget codes, and cost centers
• Strong organizational skills and the ability to prioritize competing requests from multiple senior leaders, and to elevate when priorities conflict
• Proactivity and self-direction, with initiative to recommend and implement process improvements
• Discretion, professionalism, and sound judgment with confidential personnel and financial information
• Strong written and verbal communication and a service-oriented approach to internal partners

Benefits

• Rewarding Work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee Appreciation Programs and Events.
• Tuition Assistance Program.
• Professional Development opportunities.
• Wellhub Discount
• Verizon Wireless Discount.
• BJs Membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

HeartShare is an Equal Opportunity Employer (EOE).

If you need to request accommodation during the recruiting process, please reach out to [e-mail].

About Heartshare

Who WE ARE:

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.

To learn more about HeartShare, please visit our website at www.heartshare.org or Follow us on Twitter LinkedIn YouTube Instagram Facebook

HeartShare Human Services of New York | Homepage

HeartShare Human Services of New York nurtures and empowers children and adults with intellectual and developmental disabilities.