Sr Administrative Assistant

Agupdate; New York (NY); Hybrid; USD 70,000 - 100,000; Full time

Job summary

Agupdate seeks a Senior Administrative Assistant to support the Executive Director and Board members in a dynamic New York setting. The role emphasizes confidential administrative duties, calendar coordination, travel planning, and high-level meeting preparation.

You will format board materials, manage the front desk, and ensure efficient operations, including expense tracking and supplies management, with occasional after-hours involvement for emergencies and fundraising events.

Qualifications

• Two-Three years of administrative experience, ideally supporting senior leadership or a Board of Directors.
• Extensive knowledge of Microsoft Office Suite, including advanced skills in PowerPoint and Excel.
• Demonstrated experience handling confidential and sensitive information with discretion.
• Excellent written and verbal communication skills.
• Strong organizational skills with keen attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Professional demeanor with strong interpersonal skills.
• Strong supervisory skills and able to work autonomously.

Responsibilities

• Provide comprehensive & confidential administrative support to Executive Director and Board members, including calendar management, meeting coordination, and travel arrangements.
• Prepare, format, and proofread board meeting materials, presentations, agendas, and minutes.
• Supervises the front desk & arranges coverage for call outs & breaks.
• Retrieves information from records, emails, minutes, and other documents; prepares summaries of data as needed.
• Responds to and resolves administrative inquiries and questions.
• Oversee & maintain agency Uber Health accounts, and manages security access key/cards.
• Process parking permits, vehicle registrations/violations and EZ pass for programs.
• Prepare agendas and schedules for meetings, and set-up & order refreshments.
• Maintains office supplies and coordinates maintenance of equipment & postage machine.
• Maintains a system for recording expenses and petty cash.
• May perform post-hours work for emergencies & fundraising events.

Skills

Administrative experience

Calendar management

Board support

Microsoft Office

PowerPoint

Excel

Written & verbal communication

Organizational skills

Discretion & confidentiality

Multitasking

Tools

Microsoft Office

PowerPoint

Excel

Job description

This high profile Senior Administrative Assistant will report to the Executive Director and handle the following duties:

Provide comprehensive & confidential administrative support to Executive Director and Board members, including calendar management, meeting coordination, and travel arrangements. Prepare, format, and proofread board meeting materials, presentations, agendas, and minutes. Supervises the front desk & arranges coverage for call outs & breaks. Retrieves information as requested from records, emails, minutes, and other related documents; prepares written summaries of data when needed. Responds to and resolves administrative inquiries and questions. Oversee & maintain the agency Uber Health accounts, as well as manages security access key/cards. Process application for parking permits, vehicle registrations/violations and EZ pass for the programs. Prepares agendas and schedules for meetings, as well as set-up & order refreshments for such meetings. Maintains office supplies and coordinates maintenance of agency wide equipment & postage machine. Maintains a system for recording expenses and the use of petty cash. May be requested to perform work after hours for emergency situations & agency fundraising events on/off site, as requested by the Executive Director.

Two-Three years of administrative experience, ideally supporting senior leadership or a Board of Directors Extensive knowledge of Microsoft Office Suite, including advanced skills in PowerPoint and Excel Demonstrated experience handling confidential and sensitive information with discretion Excellent written and verbal communication skills Strong organizational skills with keen attention to detail Ability to manage multiple priorities and deadlines in a fast-paced environment Professional demeanor with strong interpersonal skills Strong supervisory skills and able to work autonomously