East Side House Settlement is hiring: Administrative Assistant in New York

Join to apply for the Administrative Assistant role at East Side House Settlement.

Mission Statement

East Side House cares for the individuals, families, and communities we serve by expanding opportunities to live more fulfilling lives through education, career, and supportive services.

Position Details

Job Title: Administrative Assistant
Department: Early Childhood Education
Location: All Sites
Classification: Exempt, Full Time
Salary: $20 - $22 per hour
Reports To: Assistant Executive Director

Summary/Objective

Reporting to the Assistant Executive Director, the Administrative Assistant will oversee office operations within the Early Learn program, including reception area, mail handling, purchase requests, report generation, and support staff in day-to-day administration of the Early Childhood program.

Essential Functions and Responsibilities

• Manage an active appointment calendar; complete expense reports; compose and prepare confidential correspondence; arrange complex travel plans and itineraries.
• Prioritize conflicting needs, handle matters expeditiously and proactively, ensure project completion under deadline pressures.
• Assist in scheduling and attending Leadership Team and staff meetings; coordinate agendas.
• Provide efficient administrative and office management services to meet Early Childhood Education administrative needs.
• Prepare departmental communications, respond to inquiries and alleviate concerns.
• Manage records: create, retrieve, return files, audit for standards compliance.
• Develop and execute workflow for timely communications and work request fulfillment.
• Maintain reception desk, order office supplies, inventory equipment, schedule meetings.
• Establish positive working relationships with departments, agencies, community partners.
• Liaise with HR regarding new hires and interns onboarding, ensure documentation complete and timely.
• Answer multiple phone lines, forward calls, take accurate messages.
• Maintain appearance and cleanliness of reception area; decorate bulletin board.
• Complete check requests, arrange package pickups, log incoming deliveries.
• Assist Early Childhood Education Leadership Team with additional projects as needed.

Program Operations Duties

• Assemble and prepare data for employee data reports.
• Assist with job postings and resume distribution.

Other Duties

Not comprehensive; duties may change at any time with or without notice.

Qualifications

The Administrative Assistant must be able to fulfill all job responsibilities with a high standard and work well with colleagues in a high-energy, collaborative environment.

Education and Experience

• Bilingual in English/Spanish.
• Associate degree preferred; High School Diploma required.
• Demonstrated knowledge of community service/development.

Competencies

• Teamwork Orientation
• Initiative
• Sound Decision Making
• Communication Proficiency (written and verbal)
• Customer/Client Focus
• Time Management

  Clearance

  Clear to work at ESH. Employment contingent upon successful background checks and/or screenings.

  Supervisory Responsibility

  None.

  Physical Demands

  May involve occasional lifting or moving of items up to 25 pounds; routine use of standard office equipment. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

  Expected Work Schedule

  Monday through Friday, 8 a.m.–4 p.m., aligned to program needs; schedule may be adjusted with notice.

  EEO Statement

  East Side House (ESH) is an Equal Opportunity Employer and strongly encourages individuals with disabilities and veterans to apply. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.