Administrative Assistant
Job Details
LIC - Long Island City, NY
Description

Title:                           Administrative Assistant

Unit:                           Employment Services

Reports to:                 Associate Vice President, Programs

Status:                        Full Time; Regular; Non-Exempt

Location:                    Long Island City, NY 11101

Days/Hours:               5 days/35 hours a week, which may include weekends and/or evenings

 

Position Summary:

Under the Associate Vice President of Programs, the Administrative Assistant position will be responsible for providing administrative support to the day to day operations and staff of Employment Services department at the Fortune Society.   

 

Essential Duties and Responsibilities:

 

  • Organize and schedule meetings and appointments for VP and Sr. Director and take detailed minutes;
  • Prepare office and meeting space for meetings and special events, assist with set up of technology for meetings and phone calls (set up Skype, projectors, etc.);
  • Ensure daily office operations, answering telephone and in-person inquiries about Fortune’s programs; 
  • Be key point of contact between VP, Senior Director and Fortune Senior Executive Team, administrative, and direct services staff;
  • Forward correspondence to staff and other managers regarding upcoming deadlines;
  • Assist in the preparation of regularly scheduled reports;
  • Write and distribute email, correspondence memos, letters, faxes and forms;
  • Support with internal audits to ensure quality outcomes;
  • Order office supplies and creating requisitions, process supply orders and maintain supply inventory;
  • Keep track and support with staff trainings, on boarding and orientations;
  • Prepare bill invoices for vendors and submit check requests as needed;
  • Maintain filing system;
  • Coordinate travel arrangement for Employment Services and Education team;
  • Maintain contact lists;
  • Attend and participate in meeting, conferences and trainings; and
  • Other duties as assigned.
Qualifications
  • High school diploma or equivalent required; Bachelor Degree preferred
  • Prior experience preferably in public health, human services, criminal justice, sociology or related field,
  • Two years’ experience as coordinator, administrative assistant for senior level staff;
  • Must be able to communicate professionally and effectively both in writing and oral form with a wide range of people both inside and outside of the organization.
  • Ability to work effectively with minimum supervision in a fast-paced, high volume office, and appropriately set priorities and exercise independent judgment.
  • Attention to detail and problem-solving skills;
  • Ability to build relationships with staff members of all levels.
  • Proficiency in MS Office;
  • Initiative, creativity, and a high energy level.
  • Excellent organizational and time management skills;
  • Interest in or experience with working with individuals with criminal justice involvement.
  • Ability to analyze and interpret requirements specifications (milestones); and
  • We seek talented, dedicated individuals from all walks of life who possess a strong commitment to this mission.  Relevant personal experience is a plus.

 

Travel Requirements –May require travel to other offices for meetings and/or trainings.

 

Physical Demands:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The responsibilities and requirements listed are representative of the knowledge, skills, minimum education, training, licensing, experience and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

 

The Fortune Society is an Equal Opportunity Employer.  All qualified applicants will be afforded equal employment opportunities without discrimination because of conviction history, race, religion/creed, color, national origin, sex, age, disability, sexual orientation, gender identity, military status, predisposing genetic characteristics, victim of domestic violence status or marital status.

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