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About the Role
The Administrative Assistant ensures the smooth and efficient operation of the office by providing comprehensive administrative support. This role manages calendars, coordinates meetings, and handles travel arrangements to optimize time management and organizational effectiveness. The position requires maintaining accurate records and managing multi-line phone systems to facilitate clear communication. The Administrative Assistant acts as a key point of contact, supporting various clerical tasks that contribute to overall office productivity. This role enables leadership and staff to focus on core responsibilities by managing essential administrative functions with precision and professionalism. This position is for the family shelter site located in Long Island City, NY.
Responsibilities
- Manage and maintain executive and team calendars, scheduling appointments and coordinating meetings to avoid conflicts.
- Arrange domestic and international travel plans, including booking flights, accommodations, and transportation.
- Operate multi-line phone systems to direct calls, take messages, and provide information as needed.
- Perform general clerical duties such as filing, data entry, and records management to ensure organized and accessible documentation.
- Coordinate meeting logistics, including preparing agendas, reserving conference rooms, and distributing materials.
Requirements
- High school diploma or equivalent required; Associate’s degree or higher preferred.
- Proven experience in general administrative or clerical roles, preferably in a professional office setting.
- Proficiency in calendar management and scheduling software.
- Strong organizational skills with the ability to manage multiple tasks simultaneously.
- Excellent verbal and written communication skills.
- Experience with travel booking platforms and corporate travel policies.
- Familiarity with records management systems and office productivity software such as Microsoft Office Suite or Google Workspace.
- Previous experience handling multi-line phone systems in a busy office environment.
- Ability to work independently and proactively anticipate administrative needs.
- Customer service experience or background in supporting executive-level staff.
- Bilingual in Spanish Preferred
Skills
- General administrative and clerical skills
- Filing
- Data entry
- Document preparation
- Calendar management
- Scheduling
- Managing multi-line phone systems
- Arranging travel
- Communication
- Coordination
- Travel booking tools
- Records management software
Location
- Long Island City, NY
Work Type
- Full-time
Experience Level
- Entry-level to Mid-level
Education Level
- High school diploma or equivalent
- Associate’s degree or higher preferred
About the Company
- Children’s Rescue Fund is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Equal Opportunity
- All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status.