Here's Help Staffing & Recruiting

Administrative Assistant Job at Here's Help Staffing & Recruiting in Newburgh

Here's Help Staffing & Recruiting, Newburgh, NY, US

Not-for-profit seeks Administrative Assistant to support Executive

Temp-to-Perm

1st shift ( flexible)

$25/HR

Administrative Assistant

Provides high-level administrative support
Coordinates with internal leadership, external partners, and the Board of Directors.
Requires professionalism, discretion, strong organizational skills, and initiative.
Consistent attendance and punctuality are essential.

Key Responsibilities

Support executive with projects, contracts, reports, and internal communications.
Manage executive's calendar; schedule meetings with internal/external stakeholders.
Attend key meetings; take detailed minutes and track follow-ups.
Represent the executive at meetings/events as needed.
Coordinate Board of Directors and committee meetings (scheduling, agendas, minutes, materials).
Maintain up-to-date governance documents and Board records.
Organize and track contracts (digital and physical copies).
Process executive's expenses and receipts.
Liaison between executive and external contacts; ensure professionalism and confidentiality.
Obtain necessary contract documentation (e.g., insurance certificates).
Assist with new contract execution and credentialing renewals.
Support grant and proposal preparation/submission.
Coordinate communications for inclement weather closings.
Provide administrative guidance to staff in executive’s absence or as directed.
Perform additional duties and attend trainings as needed.

Qualifications

High School Diploma required; college degree preferred.
5+ years of administrative experience; 1+ year in nonprofit/human services preferred.
Experience with board meeting support and governance document management required.
Strong verbal/written communication and professional demeanor.
Proficient in Microsoft Office Suite; strong formatting/presentation skills a plus.
Excellent organizational skills and attention to detail.
Strong problem-solving and analytical skills.
Reliable attendance and punctuality.
Ability to work collaboratively and handle confidential information.
Bilingual (English/Spanish) or ASL knowledge is a plus.