Senior Office Manager in NEW YORK, New York at WEST SIDE FED SR.SUP

Our Story

The West Side Federation for Senior and Supportive Housing, Inc. (WSFSSH) is a community‐based organization whose mission is to provide safe, affordable housing with supportive services within a residential setting which enhances the independence and dignity of each person. WSFSSH develops, manages, and provides housing for low‐ income older persons, many of whom live with mental illness and/or have experienced homelessness.

Position Description

The Office Manager/Executive Assistant is responsible for the daily administrative and operational functions of WSFSSH’s central office while providing high-level administrative and organizational support to the CEO and COO. Reporting to the COO, the Senior Office Manager plays a critical role in maintaining office systems, coordinating administrative processes, supporting executive office operations, and serving as a key point of contact for internal and external stakeholders.

This role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities while providing responsive and effective support to the organization.

This is a full-time position (5) days a week on-site.

Responsibilities

Office Operations & Administration

• Oversee daily operations of the central administrative offices in two different locations.
• Maintain office systems, procedures, and administrative workflows.
• Manage office supply inventory, vendor relationships, and equipment maintenance.
• Coordinate mail distribution, courier services, and document management systems.
• Coordinate with building management, vendors, and service providers to address office-related operational needs.
• Assist with scheduling shared conference spaces and office resources.
• Identify and resolve office operational issues in a timely manner.
• Manage General WSFSSH Voicemail Box and General Email In-box. (Forward on messages to appropriate individuals.)
• Manage other administrative tasks as required.

Executive Office Support

• Provide high-level administrative support and organizational support to the CEO and COO
• Manage and coordinate the CEO’s and COO’s calendars, including meetings, appointments, and organizational commitments.
• Support CEO and COO meeting logistics, travel arrangements.

Board Relations

• Coordinate Board meeting logistics, including meeting space, catering, and other related arrangements. Board meetings happen three times per year.
• Prepare, organize, and distribute Board meeting materials and Board packets.
• Attend Board meetings and accurately record and prepare meeting minutes.
• Track follow-up items, requests, and action items and coordinate with appropriate staff to ensure timely responses.

Records & Compliance Support

• Maintain organized filing systems (electronic and physical).
• Assist with document retention and compliance procedures.

Required Skills / Abilities

• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• High level of professionalism and customer service orientation.
• Ability to manage multiple priorities and meet deadlines.
• Strong problem-solving skills and proactive mindset.
• Proficiency in Microsoft Office Suite and familiarity with office management tools.
• Familiarity with office management, scheduling, and document management systems.
• Experience working in a nonprofit or mission-driven environment preferred.
• Comfort working in a diverse, fast-paced organizational setting.

Education & Experience

• Associate’s or Bachelor’s degree preferred; equivalent professional experience considered.
• Minimum of 5 years of office administration or office management experience.

Physical Requirements

• Ability to occasionally travel within our sites located in Manhattan and the Bronx as needed

Benefit Overview

Westside Federation for Senior & Supportive Housing offers full-time employees a comprehensive choice of benefits that include Medical, Dental, Vision, 403(b) retirement savings, Flexible Spending Accounts (FSA), Life & Disability, Employee Assistance Program (EAP), commuter benefits and more. Voluntary benefit options and time off includes 11-12 paid Federal Holidays as well as vacation and sick time.

EEO Statement

WSFSSH is an Equal Opportunity Employer (EEO); employment is based on qualifications, without discrimination on the basis of race, creed, color, national origin, religion, sex, age, disability, marital status, sexual orientation, military status, citizenship status, genetic predisposition or carrier status, or any other protected characteristics as established by law.