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Family Services · 1 day ago

Administrative Assistant

Poughkeepsie, NY

Full-time

Onsite

Entry Level

$26.44/hr - $27.40/hr

2+ years exp

Family Services is dedicated to improving lives and communities in the Hudson Valley. They are seeking an Administrative Assistant to provide comprehensive administrative and operational support to the Executive Assistant to the CEO, Leadership Team, and Board of Directors, focusing on coordination, documentation, and logistics.

CharityHealth CareNon ProfitSocial Assistance

No H1B

Responsibilities

Provide executive suite coverage, including visitor support

Coordinate scheduling, meeting logistics, and administrative support for executive leadership

Prepare, route, and maintain executive and organizational documents

Manage office supplies and meeting spaces

Support onboarding logistics and access for new staff within the executive suite

Assist with preparation and documentation for Leadership Team meetings

Support meeting logistics, materials, minute-taking, and action-item tracking

Coordinate internal meetings, trainings, and leadership events

Provide administrative support to Leadership Team members as needed

Support Board and committee operations under the direction of the Executive Assistant

Assist with preparation, distribution, minute taking, and recordkeeping of Board materials

Maintain Board records

Support committee meetings, documentation, and reporting processes

Share responsibility for agency mail handling and financial documentation procedures

Coordinate documentation related to subpoenas, records requests, and compliance needs

Maintain accurate logs and ensure appropriate routing of materials to Finance and Development

Provide administrative support for fundraising and development activities

Assist with event planning, logistics, and on-site support

Support documentation, acknowledgements, and reconciliation processes

Provide administrative assistance to Development and Marketing as needed

Qualification

Microsoft Office SuiteVirtual meeting platformsMinute-takingOrganizational skillsCommunication skillsProblem-solving skillsInterpersonal skillsTime-management skillsDetail-oriented

Required

High school diploma or equivalent required; Associate's or Bachelor's degree preferred

Minimum of 2 years of experience providing executive-level support

Experience in a nonprofit environment is a plus

Proficiency with technology and administrative systems including strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (e.g., Zoom, Teams)

Strong written and verbal communication skills, with the ability to effectively interact with board members, donors, and external partners

Ability to accurately document executive and board meetings through minute-taking

Detail-oriented and capable of managing multiple tasks efficiently

Collaborative and team-oriented with strong interpersonal skills

Ability to remain calm under pressure, adapt to changing priorities, and troubleshoot challenges effectively

Strong problem-solving skills and the ability to make decisions independently

Commitment to ongoing professional development

Exceptional organizational, communication, and time-management skills

High level of discretion, professionalism, and confidentiality (HIPAA-compliant)

Strong judgment and ability to manage competing priorities

Collaborative, service-oriented leadership approach

Commitment to the mission and values of Family Services

Provide excellent and thorough customer service to all clients and staff

Ability to relate to persons in need of assistance

Willingness to participate in training

Ability to communicate professionally, clearly, and effectively, both orally and in writing

Possess ‘out of the box' thinking and resourcefulness

Ability to effectively prioritize when working with deadlines

Ability to work independently; but relate issues to manager appropriately

Ability to complete administrative tasks on a timely basis, including documenting all activities and maintaining up-to-date records

Preferred

Associate's or Bachelor's degree preferred

Experience in a nonprofit environment is a plus

Benefits

Medical, dental, and vision coverage

403(b) retirement plan with employer match up to 5%

Generous paid vacation, holiday, sick and personal time package (2 weeks’ vacation in first year, 13 paid holidays per year, 12 sick days per year and 4 personal days per year)

Access to Family Services’ Compassionate Leave Program where employees can donate/receive unused time off

Group term life and long-term disability insurance

Supplemental life insurance & accidental death and dismemberment coverage (AD&D)

Supplemental insurance through Aflac

Employee assistance program (EAP)

Pet insurance