Administrative Assistant at MIDWAY LIVING INC – Queens, New York

JOB OVERVIEW

Under general supervision, the administrative assistant provides essential support to ensure the smooth operation of the program. This includes scheduling appointments, reserving meeting rooms, managing incoming calls, assisting administrative staff by providing back-up coverage, and monitoring inventory levels.

ESSENTIAL JOB FUNCTIONS

• Maintain updated agency forms, profiles, and staff directory weekly.
• Coordinate meetings and conference calls, prepare agendas, reserve facilities, and distribute meeting minutes.
• Compose and type general correspondence as requested.
• Order, track, store, and distribute office supplies as requested. Monitor daily usage of office equipment and troubleshoot issues.
• Facilitate purchasing of major equipment and supplies based on approved budgets.
• Determine purchasing needs with department managers, source new vendors for competitive pricing.
• Reconcile purchase orders and invoices.
• Resolve vendor concerns regarding availability, delivery, quality, and terms.
• Discuss purchasing plans, objectives, and issues with stakeholders.
• Perform inventory counts and reconciliation; research and authorize inventory adjustments.
• Manage and record program’s daily mail activity.
• Prepare outgoing mail and handle mail pickups.
• Organize and maintain filing systems, file correspondence, and make copies of documents.
• Coordinate and participate in special events.
• Enter data into Midway Living and CARES portals, as needed.
• Arrange travel schedules and reservations.
• Coordinate clerical staff schedules and appointments.
• Perform additional responsibilities as assigned by supervisor.
• Provide support for Operations, Social Services and upper leadership if needed
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EDUCATION & EXPERIENCE

• Bachelor’s degree or High School Diploma with a minimum of two years administrative experience

QUALIFICATIONS & PREFERRED SKILLS

• Professionalism
• Attention to detail
• Strong organizational skills, ability to multitask, and exercise independent judgment
• Excellent oral and written communication skills
• Time management
• Proficient in Microsoft Office Suite
• Ability to adapt to new software applications
• The AA fully supports the Program Director, Director of Social Services and the Director of Operations
• The AA will be privileged to sensitive information at times, and that information is not to be shared with anyone
• AA must report to work Monday - Friday 9 a.m. - 5 p.m.
• Excellent time management skills and the ability to multitask and prioritize work
• Honesty and integrity
• Strong organizational and planning skills
• Excellent oral and written communication skills