Harlem Children's Zone · 1 week ago
Administrative Assistant
New York, NY
Full-time
Onsite
Mid Level
$58K/yr - $60K/yr
3+ years expHarlem Children's Zone (HCZ) is a world-renowned education and poverty-fighting organization based in New York seeking an enthusiastic Administrative Assistant for the Facilities department. The role involves overseeing administrative tasks, maintaining compliance records, coordinating training, and managing calendars while supporting the Facilities team in their mission to help children and families thrive.
Social Impact
No H1B
Responsibilities
Maintain employee information, coordinate new hire onboarding and tracking process
Oversee and maintain compliance records by ensuring staff licensure, annual training, and policy/procedure updates are completed and properly documented
Assist with training coordination, including obtaining materials for the Facilities team
Assist with time management system (Ulti-Pro)
Develop and implement office policies and procedures
Create and maintain facilities folders for documentation
Plan and execute office events and activities
Calendar Management
Manage the Director's calendar
Manage the Events calendar across the department
Establish and maintain internal HCZ departmental relationships
Act as Department HR liaison
Set up and coordinate meetings and conferences, both internal and external to HCZ
Responsible for updating department databases, including inventory, staffing and others as requested
Assist the Facilities Director in keeping the current call list for the FDNY monitoring company for fire emergencies
Assist the Director and the Compliance Department with health and safety regulations
Assist the Director with building key access for all locations
Manage the Fresh Works ticket request system to dispatch departments and support issues
Assist with Fleet Management (registration renewals, requests, parking violations, etc.)
Support with special projects and tasks assigned by the Director
Perform other duties as assigned
Qualification
Required
High School diploma. Bachelor's degree preferred
3+ years of related professional experience
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and Outlook
Strong scheduling and calendar management skills
Proven success in administering multiple projects simultaneously and prioritizing workload
Excellent project and time management skills
Impeccable attention to detail and deadlines
Excellent written and oral communication skills
Proven ability to work with a diverse staff
Experience with vendor management and contract negotiation
Resourcefulness, creativity, and strong problem-solving skills
Benefits
Paid time off
Employee referral bonus
Career advancement
No-cost health insurance
Life Insurance
Short-and long-term disability
Additional voluntary benefits
Wellness discounts
Commuter benefits
Financial wellness perks
Additional Benefits (Discounts on flights, hotels, theme parks, concert tickets, and more.)
Company
Harlem Children's Zone
HCZ is a non-profit organization that aims to end child poverty through innovative education programs.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Anne Williams-Isom
Chief Executive Officer
Kwame Owusu-Kesse
Chief Executive Officer
Recent News
The Philadelphia Inquirer
2026-01-08
Company data provided by crunchbase