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About the Role

HELP USA is seeking an organized, reliable, and detail-oriented Administrative Assistant to support the Operations Manager and assist with the coordination of operational activities across programs and departments. The ideal candidate is proactive, professional, and comfortable managing multiple responsibilities in a fast-paced, multi-site environment. This position will provide day-to-day administrative and coordination support related to scheduling, documentation management, meeting preparation, routine data tracking, communication follow-up, and logistical planning for operational initiatives. The Administrative Assistant will play an important role in keeping workflows organized, supporting compliance documentation readiness, and helping ensure operational activities move forward smoothly.

Responsibilities

Manage communications by email and telephone, conveying messages accurately and on a timely basis.
Schedule appointments, meetings, project check-ins, and events for Operations staff.
Coordinate meeting logistics, including invitations, room reservations, virtual meeting links, and participant communication.
Prepare agendas, meeting materials, and assist with note-taking and follow-up tracking.
Maintain files, shared drives, and documentation systems in an organized, easy-to-follow manner.
Update routine operational tracking tools and follow up with sites and departments for required information.
Track tasks, send reminders, collect updates, and centralize status reports.
Maintain a deadline tracker to proactively flag upcoming due dates and ensure timely follow-up.
Assist with the preparation, formatting, and organization of reports, presentations, and correspondence using Microsoft Office applications.
Support procurement and expense workflows by collecting documentation, tracking submissions, and maintaining records.
Assist with travel and conference coordination, logistics, and documentation preparation.
Coordinate interview scheduling and applicant communication for Operations-related recruitment activities.
Support planning and logistics for staff engagement activities, trainings, meetings, and organizational events.
Provide administrative support for ongoing and special operational projects.

Requirements

Prior experience and demonstrated ability in providing administrative support.
Great computer skills, including internet savvy and strong Microsoft Office capability.
Outstanding written and oral communications skills to enable clear, effective, and respectful communications throughout the organization – from Board members to entry-level employees.
Ability to process a large volume of work with shifting priorities without becoming frustrated or flustered.

Skills

Microsoft Office
Internet savvy
Written communication
Oral communication
Organization
Detail-oriented
Proactive
Professionalism
Time management
Coordination

Location

Central
115 E 13th Street, New York, NY

Work Type

Full-time

Experience Level

Entry-level

Education Level

High School Diploma or equivalent
Some College is a plus

Salary/Compensations

Not less than the applicable minimum wage, prevailing wage, or exempt salary requirements under federal, state and local laws.

Benefits

Health insurance through Cigna, including dental and vision, with an option that covers the entire family with minimal employee contribution.
Generous Paid Time Off!
401(k) with Company contribution

About the Company

At HELP USA, we work to ensure that everyone has a place to call home. We’re one of the nation’s largest non-profit homeless services providers and low-income housing developers serving at-risk populations, including families, individuals, veterans, survivors of domestic violence, people with physical and mental health challenges and disabilities, and seniors. With an annual operating budget approaching $150 million and 1400 employees working in nearly 60 programs, we have helped over 500,000 people facing homelessness and poverty to build better lives. We hope that you will consider joining our team in the fight against homelessness.

Equal Opportunity

EOE.
A Drug-Free Workplace.