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 equivalentrequired;Associates or Bachelorsdegree 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.

• 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.

• 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.

• 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.

• 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:

• Proficiencywith technology and administrative systems includingstrongproficiencyin 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 levelof 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 the necessary time to understandclientand staff needs.

• Ability to relate topersonsin need ofassistance

• Willingness toparticipatein training

• Ability to communicate professionally clearly and effectively both orally and in writing.

• Possess out of the box thinking and resourcefulness.

• Ability toeffectively prioritize when working with deadlines.

• Ability to workindependently;but relate issues tomanagerappropriately.

• Ability to complete administrative tasks ona timelybasis including documenting all activities andmaintainingup-to-date records.
  

Benefits:

• Medical dental and vision coverage.
• 403(b) retirement plan with employer match up to 5%.
• Generous paid vacation holiday sick and personal time package (2 weeks vacation in first year 13 paid holidays per year 12 sick days per year and 4 personal days per year).
• Access to Family Services Compassionate Leave Programwhere employees can donate/receive unused time off.
• Group term life and long-term disability insurance.
• Supplemental life insurance & accidental death and dismemberment coverage (AD&D).
• Supplemental insurance through Aflac.
• Employee assistance program (EAP).
• Pet insurance.

Our Mission:
Family Services brings people together to find the support they need improving their lives and communities and building a stronger safer Hudson Valley.

Our Values:

Compassion Extending empathy and understanding to others.

Integrity Being honest and dependable.

Hope Believing in the strength of the human spirit and heart to emerge and thrive when faced with a challenge.

Diversity Promoting a vision of community comprised of wide-ranging assets.

Respect Treating all individuals with dignity and without judgement.

Community Recognizing and reinforcing the importance of our world as being comprised of people of differing strengths and perspectives.

Justice Promoting social and economic equity and fairness.

Quality Aspiring for excellence in every aspect of our work.

#INDAD

Family Services Inc. complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process to perform essential job functions and/or to receive other benefits and privileges of employment please contact

Family Services is an equal opportunity employer. We follow federal state and local laws prohibiting discrimination in hiring and employment.

Must be authorized to work in the United States without work sponsorship.