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About the Role

The Administrative Assistant serves as a strategic partner to the VP of Facilities & Real Estate, driving operational efficiency, strengthening communication, and ensuring consistency in execution, documentation, and facilities standards across all locations. This role is instrumental in building departmental infrastructure, supporting successful expansion, and ensuring ongoing performance.

Responsibilities

• Lead the reorganization and ongoing maintenance of all departmental files and Teams environments.
• Maintain centralized file management systems, including uploading and organizing leases, contracts, and departmental documentation.
• Support the VP in record keeping for all new and existing leases.
• Lead the distribution and communication of departmental SOPs across all locations.
• Ensure all sites are aligned with SOP expectations and monitor compliance.
• Maintain accurate record keeping of SOP implementation and adherence.
• Support the ongoing refinement and clarity of SOP documentation.
• Oversee the creation, organization, and maintenance of onboarding materials for new facilities team members.
• Ensure new hires are equipped with the tools, processes, and information needed to succeed.
• Support consistency in onboarding practices across all locations.
• Support all phases of new location openings, including coordination, communication, and operational readiness.
• Assist in maintaining floorplan integrity across all sites.
• Provide onsite support for new locations post-opening as needed.
• Support communication and coordination with internal teams and external partners related to openings.
• Assist the VP in tracking and following up on bids and active projects.
• Support communication of project updates, timelines, and expectations across all locations.
• Coordinate and prepare materials for departmental initiatives and ongoing projects.
• Support internal facilities inspections and site reviews.
• Assist in coordinating communication and follow-up related to inspections, certifications, and facility requirements.
• Support coordination and communication with external vendors related to new locations and facility needs.
• Manage ongoing communication with insurance providers, ensuring all required updates and documentation are submitted.
• Support data collection and organization for insurance renewals and reporting.
• Create and distribute a departmental newsletter.
• Coordinate and manage bi-weekly departmental meetings, including scheduling, agenda preparation, and follow-up.
• Serve as a central point of communication across the department.
• Serve as a liaison between Facilities, Procurement, and internal departments.
• Support communication across locations regarding projects, expectations, and operational updates.
• Assist in coordinating departmental initiatives, meetings, and follow-ups.
• Support staff time-off tracking and communication.
• Provide administrative and organizational support to ensure smooth day-to-day departmental operations.
• Maintain a high level of organization, follow-through, and responsiveness.

Requirements

• 3–5+ years of experience in facilities operations, administrative management, or operations support roles.
• Strong experience in process development, SOP communication, and organizational systems.
• Exceptional organizational and project management skills with the ability to manage multiple priorities across locations.
• Proficiency in Microsoft Office (Excel, Word, Outlook), Teams, and project management tools (e.g., Asana).
• Strong communication and coordination skills across internal teams and external partners.
• Detail-oriented with strong follow-through and accountability.
• Proactive, solution-oriented mindset.
• Valid driver’s license and willingness to travel as needed.
• Must be able to keep students safe from themselves and others and, in some cases, may need to implement CPI (therapeutic holds) procedures.
• Must be able to remove oneself from potentially harmful situations and, in some cases, be able to lift a child.
• Ability to stand, walk, bend, kneel, and move throughout the workday.
• Ability to lift (at least 50-65 pounds), assist, and/or physically support students.
• Ability to physically intervene when required to ensure safety (per CPI training).
• Ability to remove oneself and/or others from unsafe situations quickly.
• Ability to maintain attention and focus in a dynamic, high-stimulation environment.
• Ability to multi-task and shift priorities quickly.
• Ability to exercise sound judgment and decision-making, particularly in high-pressure or safety-sensitive situations.
• Ability to work effectively as part of a team and maintain professional relationships.
• Ability to perform duties under stress, including during behavioral escalations.

Skills

• Facilities operations
• Administrative management
• Operations support
• Process development
• SOP communication
• Organizational systems
• Project management
• Microsoft Office (Excel, Word, Outlook)
• Microsoft Teams
• Project management tools (e.g., Asana)
• Communication
• Coordination
• Detail-orientation
• Follow-through
• Accountability
• Proactive mindset
• Solution-oriented mindset
• CPI procedures

Location

• All locations

Work Type

• Full-Time

Experience Level

• 3-5+ years

Benefits

• Comprehensive health and retirement benefits
• Professional development opportunities
• Supportive work environment
• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k matching)
• Life Insurance (Basic, Voluntary & AD&D)
• Family Leave (Maternity, Paternity)
• Short-Term & Long-Term Disability
• Training & Development

About the Company

• The Gersh Organization is dedicated to transforming the lives of children on the autism spectrum through exceptional educational and support services.
• With a growing national footprint, the Facilities & Real Estate department plays a critical role in ensuring all environments are safe, consistent, and operationally aligned with the organization’s mission.