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About the Role

The Office Manager/Executive Assistant is responsible for the daily administrative and operational functions of WSFSSH’s central office while providing high-level administrative and organizational support to the CEO and COO. This role plays a critical part in maintaining office systems, coordinating administrative processes, supporting executive office operations, and serving as a key point of contact for internal and external stakeholders.

Responsibilities

Oversee daily operations of the central administrative offices in two different locations.
Maintain office systems, procedures, and administrative workflows.
Manage office supply inventory, vendor relationships, and equipment maintenance.
Coordinate mail distribution, courier services, and document management systems.
Coordinate with building management, vendors, and service providers to address office-related operational needs.
Assist with scheduling shared conference spaces and office resources.
Identify and resolve office operational issues in a timely manner.
Manage General WSFSSH Voicemail Box and General Email In-box.
Manage other administrative tasks as required.
Provide high-level administrative support and organizational support to the CEO and COO.
Manage and coordinate the CEO’s and COO’s calendars, including meetings, appointments, and organizational commitments.
Support CEO and COO meeting logistics, travel arrangements.
Coordinate Board meeting logistics, including meeting space, catering, and other related arrangements.
Prepare, organize, and distribute Board meeting materials and Board packets.
Attend Board meetings and accurately record and prepare meeting minutes.
Track follow-up items, requests, and action items and coordinate with appropriate staff to ensure timely responses.
Maintain organized filing systems (electronic and physical).
Assist with document retention and compliance procedures.

Requirements

Strong organizational and time management skills.
Excellent written and verbal communication skills.
Ability to maintain confidentiality and handle sensitive information.
High level of professionalism and customer service orientation.
Ability to manage multiple priorities and meet deadlines.
Strong problem-solving skills and proactive mindset.
Proficiency in Microsoft Office Suite and familiarity with office management tools.
Familiarity with office management, scheduling, and document management systems.
Comfort working in a diverse, fast-paced organizational setting.
Ability to occasionally travel within our sites located in Manhattan and the Bronx as needed.

Skills

Office management
Executive assistance
Calendar management
Meeting logistics
Travel arrangements
Board meeting coordination
Minute taking
Document management
Vendor management
Inventory management
Microsoft Office Suite
Office management tools
Scheduling systems
Customer service

Location

On-site

Work Type

Full-Time
On-site

Experience Level

Senior
Minimum of 5 years of office administration or office management experience

Education Level

Associate’s or Bachelor’s degree preferred; equivalent professional experience considered

Salary/Compensations

$65,000-$75,000yr.

Benefits

Medical
Dental
Vision
403(b) retirement savings
Flexible Spending Accounts (FSA)
Life & Disability
Employee Assistance Program (EAP)
Commuter benefits
11-12 paid Federal Holidays
Vacation time
Sick time

About the Company

The West Side Federation for Senior and Supportive Housing, Inc. (WSFSSH) is a community‐based organization whose mission is to provide safe, affordable housing with supportive services within a residential setting which enhances the independence and dignity of each person.
WSFSSH develops, manages, and provides housing for low‐ income older persons, many of whom live with mental illness and/or have experienced homelessness.

Equal Opportunity

Administrative Support Workers
WSFSSH is an Equal Opportunity Employer (EEO); employment is based on qualifications, without discrimination on the basis of race, creed, color, national origin, religion, sex, age, disability, marital status, sexual orientation, military status, citizenship status, genetic predisposition or carrier status, or any other protected characteristics as established by law.