Executive Administrative Assistant

About the Role

We are seeking a dependable detail-oriented Part-Time Administrative Assistant to support NY with the possibility of working partly on-site and partly remotely depending on program needs. This role plays a key part in helping the program run smoothly by supporting daily administrative operations maintaining records tracking participant documentation and providing high-quality communication and customer service to youth participants families staff and community partners.

Recrutily is a fast-moving program environment. The Administrative Assistant will help maintain order accuracy and consistency across program workflows. You will work closely with Program Coordinators and may interact with student applicants and participants school-based staff office visitors and external partners. Because this role includes access to participant information and confidential documentation strong professionalism and discretion are essential.

If you enjoy organized work supporting a mission-focused program communicating with a wide range of people and managing tasks with accuracy under deadlines this position is a great fit.

What Youll Do (Key Responsibilities)

The Part-Time Administrative Assistant will support operations through a combination of administrative data and communication tasks. Responsibilities include but are not limited to:

Administrative Support & File Management

• Organize and maintain program records forms and digital documentation including sensitive or confidential materials

• Create label store and retrieve files using clear systems to ensure easy access for authorized program staff

• Maintain accurate participant folders and digital records in compliance with program processes and privacy expectations

• Assist with printing scanning copying filing and preparing documents for internal use

Participant Document Review & Tracking

• Review and verify participant documentation submitted through the portal

• Track document status and progress in Google Sheets or other trackers (e.g. pending received approved incomplete rejected)

• Monitor deadlines and follow up with program coordinators regarding missing or incomplete items

• Flag inconsistencies or missing requirements and escalate issues promptly to the appropriate supervisor

Communication & Customer Service

• Communicate professionally with student applicants participants families school staff program staff and visitors

• Answer calls and respond to questions with a helpful calm respectful tone

• Send routine emails messages and reminders regarding documentation appointments schedules or required steps

• Provide clear instructions to participants on what they need to submit and how to complete tasks

Office Operations & Workflow Support

• Help manage daily administrative workflow to ensure deadlines are met

• Assist with ordering and organizing office supplies and maintaining basic inventory

• Support minor office equipment needs (e.g. printers scanners) and report issues when maintenance is required

• Provide scheduling support for meetings interviews or check-ins as needed

Portal Troubleshooting & Issue Resolution

• Troubleshoot basic issues in the Worksite Portal including access problems submission issues or workflow errors

• Escalate technical or portal-related issues to the appropriate contact when problems cant be resolved at the admin level

• Maintain notes and tracking of issues so recurring problems can be identified and reduced

Data Entry Reporting & Record Accuracy

• Perform data entry tasks accurately and consistently

• Maintain clean and updated tracking systems and databases related to participant status placements attendance and documentation

• Assist with preparing basic reports lists summaries or administrative updates for coordinators

• Ensure accuracy when handling multiple entries and protect against duplicate or incorrect records

Front Desk & Facility Support (if assigned on-site duties)

• Greet visitors residents or program participants professionally and direct them appropriately

• Handle incoming calls faxes and general administrative communications

• Help coordinate meeting room usage and provide basic logistical support during busy program periods

• Assist in maintaining a welcoming organized administrative environment

Coordination & Support Across Teams

• Work collaboratively with program coordinators and other staff to ensure information flows correctly

• Support case management and program staff with filing and documentation needs

• Assist in coordinating program supplies donation deliveries and maintaining simple tracking systems

• Support scheduling or transportation coordination when needed including working with drivers or logistics contacts

Other Duties

• Perform additional clerical or support tasks as assigned by the supervisor depending on daily program needs

Who Were Looking For (Qualifications)

To succeed in this role you should be organized professional and comfortable managing multiple priorities.

Required Qualifications

• High school diploma or equivalent (GED)

• Current undergraduate/graduate students and recent graduates are encouraged to apply

• Strong organizational skills and attention to detail

• Proficiency with Microsoft Office and Google Workspace (Docs Sheets Drive Gmail)

• Ability to manage time well meet deadlines and prioritize tasks in a fast-paced environment

• Strong written and verbal communication skills

• Comfort using internet-based systems and learning new portals and tools quickly

• Excellent telephone etiquette including answering calls returning calls and scheduling appointments

• Ability to follow instructions precisely and maintain confidentiality

• Must be reliable trustworthy professional and consistent in attendance

Preferred Qualifications (Nice to Have)

• 12 years of experience working in an office administrative or program support setting

• Experience managing data maintaining spreadsheets and generating basic reports

• Familiarity with office operations such as inventory supply ordering and equipment coordination

• Ability to remain composed under pressure and respond well to constructive feedback

• Strong problem-solving skills and comfort troubleshooting minor issues

• Ability to analyze and synthesize information across documents systems and communications

• Demonstrated experience working with diverse communities and practicing cultural competency

• Bilingual skills (Spanish preferred but not required)

Skills That Help You Stand Out

• You can switch between tasks quickly without losing accuracy

• You communicate clearly and respectfully with youth families and staff

• You stay calm during busy periods and keep work moving forward

• You can spot missing information and follow up without being reminded

• You understand the importance of confidentiality and handle sensitive records responsibly

• You are comfortable in both an on-site and remote work setting

Work Environment & Expectations

This is a part-time role supporting a high-volume seasonal program. The pace may increase around deadlines and onboarding milestones. The position may require:

• Sitting for extended periods while performing computer-based work

• Frequent typing document review scanning/filing and communication tasks

• Occasional lifting/carrying of light office materials or supplies

• Communicating regularly with staff and participants over phone email and video calls

The Administrative Assistant supports program operations by maintaining accurate records supporting participant onboarding workflows responding to questions professionally and helping ensure a smooth experience for applicants participants staff and community partners. Success in this role requires reliability strong communication attention to detail and the ability to multitask effectively.

How to Apply

Submit your application with:

• Your resume

• A short note about your availability (part-time hours) and your comfort working on-site in Flushing and/or remotely

Applications are reviewed on a rolling basis.