We are looking for an Administrative Assistant to support daily operations and help keep our office running smoothly in Port Washington, New York. This Contract to Permanent position is ideal for someone who enjoys balancing administrative coordination, employee onboarding support, record maintenance, and event assistance in a mission-driven environment. The person in this role will work closely with managers and senior leaders, manage a wide range of office tasks, and contribute to a positive and organized workplace experience.
Responsibilities:
- Welcome on-site interview guests and lead informative facility tours for prospective candidates.
- Provide day-to-day administrative support by coordinating schedules, preparing documents, maintaining shared files, and assisting with routine office operations.
- Support onboarding activities, including reference checks, background screening coordination, fingerprint appointment scheduling, I-9 document collection, and distribution of new employee paperwork through electronic signature tools.
- Maintain accurate employee and office records by organizing personnel files, tracking attendance information, and processing required paperwork in a timely manner.
- Assist with special events and staff engagement initiatives by managing responses, coordinating logistics, preparing materials, and supporting recognition activities.
- Handle purchasing-related tasks such as ordering office supplies, processing purchase requests, tracking spending, and filing invoices for proper documentation.
- Support admissions coordination by reviewing incoming applications, maintaining participant waitlists, and arranging assessments and trial visits.
- Prepare recurring reports, update internal procedures, and respond to requests from executive and senior leadership with care and attention to detail.
- Conduct online research, manage calendars and forms, and help communicate organizational policies, mission, and values across daily interactions.
- Take on additional administrative duties as needed, including support for participant celebrations, weather-related coordination, and career development participation.
- Previous experience in an administrative assistant, office support, receptionist, or similar coordination role.
- Strong verbal and written communication skills with the ability to interact professionally with staff, leadership, candidates, and external contacts.
- Proficiency with Microsoft Office, including Word and Excel, along with comfort using shared digital platforms such as Google Drive and electronic forms.
- Ability to manage multiple priorities, maintain organized records, and follow through on time-sensitive tasks with accuracy.
- Experience handling data entry, document preparation, scheduling, and general office administration responsibilities.
- Comfortable supporting onboarding processes and maintaining confidential employment information with discretion.
- Ability to answer inbound calls, respond to requests promptly, and contribute to a welcoming and efficient office environment.