Administrative Assistant

Location:  Central | 115 E 13th Street, New York, NY

Summary:

HELP USA is seeking an organized, reliable, and detail-oriented Administrative Assistant to support the Operations Manager and assist with the coordination of operational activities across programs and departments. The ideal candidate is proactive, professional, and comfortable managing multiple responsibilities in a fast-paced, multi-site environment.

This position will provide day-to-day administrative and coordination support related to scheduling, documentation management, meeting preparation, routine data tracking, communication follow-up, and logistical planning for operational initiatives. The Administrative Assistant will play an important role in keeping workflows organized, supporting compliance documentation readiness, and helping ensure operational activities move forward smoothly.

Essential Duties and Responsibilities:

• Managing communications by email and telephone, and conveying messages accurately and on a timely basis
• Scheduling appointments, meetings, project check-ins, and events for Operations staff
• Coordinating meeting logistics, including invitations, room reservations, virtual meeting links, and participant communication
• Preparing agendas, meeting materials, and assisting with note-taking and follow-up tracking
• Maintaining files, shared drives, and documentation systems in an organized, easy-to-follow manner
• Updating routine operational tracking tools and following up with sites and departments for required information
• Track tasks; send reminders; collect updates; centralize status reports
• Maintain a deadline tracker to proactively flag upcoming due dates and ensure timely follow-up
• Assisting with the preparation, formatting, and organization of reports, presentations, and correspondence using Microsoft Office applications
• Supporting procurement and expense workflows by collecting documentation, tracking submissions, and maintaining records
• Assisting with travel and conference coordination, logistics, and documentation preparation
• Coordinating interview scheduling and applicant communication for Operations-related recruitment activities
• Supporting planning and logistics for staff engagement activities, trainings, meetings, and organizational events
• Providing administrative support for ongoing and special operational projects

Required Skills/Abilities:

• Prior experience and demonstrated ability in providing administrative support.
• Great computer skills, including internet savvy and strong Microsoft Office capability.
• Outstanding written and oral communication skills to enable clear, effective, and respectful communications throughout the organization – from Board members to entry-level employees.
• Ability to process a large volume of work with shifting priorities without becoming frustrated or flustered.
• High School Diploma or equivalent; some College is a plus.