Administrative Assistant

Title: Administrative Assistant

Supervisor: Executive Assistant to CEO

Status: Full-time, Non-Exempt

Salary: $26.44-$27.40/hr.

Location: Poughkeepsie

Function:

The Administrative Assistant provides comprehensive administrative and operational support to the Executive Assistant to the CEO, Leadership Team, and Board of Directors. This role focuses on coordination, documentation, logistics, and executive office coverage while developing proficiency in agency systems, governance processes, and organizational operations.

Qualifications:

• 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.

Position Responsibilities:

Administrative and Office Support

• 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.

Leadership and Meeting Support

• 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.

Board and Governance Support

• 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.

Agency Mail and Records Management

• 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.

Development and Agency Support

• 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.

Skills & Abilities:

• 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.

Essential Requirements:

• Provide excellent and thorough customer service to all clients and staff.
  
  Take the necessary time to understand client and staff needs.

• 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.

Benefits:

• Medical, dental, and vision…