Administrative Assistant to SVP Facilities Dept

Administrative Assistant To SVP Facilities Dept

Salary Range $21.97 - $27.47 Hourly Position Type Full-Time Job Shift Day Education Level High School Diploma or Equivalent Travel Percentage None

The Administrative Assistant to the SVP of Real Estate Strategy & Systems provides high-level administrative, operational, and project coordination support to the Facilities and Real Estate functions across all Heart Share entities. This role is critical to ensuring departmental organization, accountability, and execution of strategic initiatives. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while supporting operational excellence across facilities, capital projects, vendor management, and administrative functions.

General Expectations

• Demonstrate professionalism, reliability, and accountability.
• Adherent to all organizational policies and procedures.
• Maintain sensitivity to diverse populations served.
• Represent Heart Share's mission, vision, and values at all times.
• Participate in required training and professional development.

Core Competencies

• Strong organizational, problem-solving, and recordkeeping skills
• Effective communication and teamwork abilities
• Ability to work independently and manage multiple tasks.
• Proficiency with facilities management systems (e.g., Worx Hub).
• Compassionate and respectful approach when working in human services environments.
• In addition to the responsibilities below, perform all other duties as assigned.

Administrative & Executive Support

• Serve as the primary administrative resource for the SVP, handling scheduling, correspondence, and task management.
• Assist with meeting preparation, including agenda creation, document distribution, and note-taking as needed.
• Serve as department contact for all FEDEX shipping.
• Send out department communications to program management, as requested.
• Manage and track all department assets:
  Computers, Vehicles, etc.
• Create (using Canva) and distribute the department's monthly newsletter.

Purchasing & Supply Ordering

• Manage and oversee the Staples business account & all related ordering.
• Manage and oversee the Home Depot business account & all related ordering.
• Coordinate other supply orders as needed through various vendors, ensuring cost-effectiveness, accurate tracking of expenditures, and budget adherence.
• Assist with procurement and vendor coordination as needed.

Financial & Operational Support

• Manage petty cash, including disbursement, reconciliation, and documentation.
• Prepare monthly agency credit card reconciliations, ensuring all transactions are accurately recorded, supporting documentation is collected, and expenses are allocated correctly.
• Process invoices, as requested, ensuring timely and accurate financial tracking.
• Assist with department invoices by working with department staff to resolve discrepancies, verify and correct supporting documentation, and ensure invoices are prepared properly for timely submission and payment.

Training & Development

• Assist with scheduling all department-offered training.
• Prepare slide decks, handouts, etc.

Records Management

• Maintain and organize department files (paper & electronic) and other critical documents, ensuring accessibility.
• Serve as Record Custodian for the department.
• Utilize Iron Mountain for storage & retrieval of paper documents.
• Digitize documents and file them electronically.

Policy & Process Development

• Assist in the creation, documentation, and refinement of departmental policies and procedures to support efficient operations.

Project & Data Management

• Support departmental initiatives by conducting research, compiling data, and assisting in the development of reports.
• Perform targeted database cleanups in the facilities management software as needed, ensuring accurate data entry, removing duplicates, and updating records to support specific projects and departmental efficiency.

Departmental Support & Special Projects

• Assist other department members at the direction of the SVP, contributing to projects that enhance the efficiency and effectiveness of the Facilities Department.
• Act as a key point of contact for special tasks and initiatives aimed at improving department operations.
• Participate in cross-functional collaboration to identify and implement best practices for department workflow and strategy.

Qualifications

• An associate's degree or higher is preferred, but a high school diploma or GED with relevant experience or certifications may be considered in lieu of a degree.
• Should have at least 2-3 years of experience in computer software and systems, including Microsoft Office Suite (Word, Excel, Outlook) and document scanning tools.
• Experience with facilities management and workflow systems such as Worx Hub, Kissflow, Net Suite, Paycom, Adobe Sign, or similar platforms preferred.
• Record-keeping
  
  Skills:
  
  Strong skills in maintaining and organizing records, both physical and digital, are required to manage documentation related to facility…