Administrative Assistant

Location: New York, NY

FLSA Status: Full Time, Non-Exempt 

Classification: Administrative Support Worker 

Department: Agency Relations 

Reports to: Director of Agency Relations 

Supervisory Responsibilities: No

Summary: The Administrative Assistant will serve as a member to the Agency Relations department and will work collaboratively with other staff members on special projects as assigned. The Administrative Assistant will also work closely with the Volunteer Department. 

Essential Duties and Responsibilities include the following. Other duties may be assigned. 

1. Serve as primary support to the Director of Agency Relations. 

2. Will serve as a back-up to the Agency Relations Associate in their absence or as needed. 

3. Screen all incoming telephone calls to the Director of Agency Relations and the Associate Director of Agency Relations, and take detailed and accurate messages; independently handle routine inquiries pleasantly. 

4. Update and manage calendar for the Sr. Director of Agency Relations 

5. Prepare and Coordinate materials for meetings and special projects. Assist with coordination and preparation of reports, meeting materials and review written materials. Track attendance at special events. 

6. Responsible for coordinating and setting up catering for events and meetings for Agency Relations. 

7. Responsible for ordering all office supply for the Agency Relations department. 

8. Assist with the process and tracking of invoices and Approval for Payment (AFP) forms. 

9. Responsible for typing and distribution of correspondence. Maintain office files, including transfer to archives. Handle routine communication with Catholic Charities and the Federation of Agencies. 

10. Assist with all annual departmental projects and special projects, as needed. 


Working conditions and physical demands required

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

  •  Occasional travel to attend/assist at special events/meetings using public transportation or vehicle traverse city streets; occasionally ascend/descent stairs, and be exposed to outside weather conditions. 
  •  Remain stationary using a computer at least 60% of the time, in meetings and/or events. 
  •  Ability to operate standard office equipment i.e. copier, fax, scanner, postage machine and printer. 
  •  Ability to use and respond to phone calls. 
  •  Ability to handle file documents in cabinets. 
  •  Ability and willingness to assist with physical projects such as sorting and transporting in-kind donations 


Education and/or experience required: 

  •  One (1) year of college
  •  Three – five (3-5) years’ relevant experience. 

Skills, Licenses, and/or competencies required: 

  •  Computer proficiency in MS Office. Must successfully pass Prove-It skills test in 
  • MS Word, Excel and Speed and Accuracy. 
  •  Good interpersonal, organizational and multi-tasking skills with ability to work independently. 
  •  Excellent verbal and written communication skills, including proof reading skills. 
  •  Ability to exercise discretion and good judgment. 
  •  Good time management skills. 
  •  Ability to skillfully answer and respond to phone calls and other communications. 

Job Summary

Administrative Assistant
Agency Relations 
 One (1) year of college

How to Apply

Applicants must submit a resume and cover letter highlighting relevant past experience and qualifications, and state their position of interest and desired compensation. Submissions without this information will not be considered.

Please send resume and cover letter to: