Administrative Assistant

Description

Community Health Action of Staten Island (CHASI) drives dramatic improvements in the health of New Yorkers by feeding people who are hungry, healing families broken apart by violence, and bridging the gaps between people and the compassionate health care they deserve. CHASI provides outreach, education, prevention, and direct support services for populations most affected by health disparities – people with low or no income, low-income people with chronic illnesses, people with criminal justice involvement, people who use drugs, domestic violence survivors, people of color, and the LGBTQ community.

POSITION SUMMARY:

The Administrative Assistant supports CHASI’s Chief Operating Officer (COO) and plays a key role in the daily coordination of the agency’s programs and operations departments. This position is responsible for providing administrative and logistical support to ensure the effective and efficient functioning of the COO’s office and the programs under their leadership. The Program Assistant will coordinate scheduling, maintain records, support cross-departmental initiatives, and contribute to special projects related to agency operations. This position also helps ensure seamless communication and collaboration between internal teams and external stakeholders.

DUTIES & RESPONSIBILITIES:

• Provide day-to-day administrative support to the COO, including scheduling, meeting preparation, and follow-up tasks
• Coordinate internal and cross-departmental meetings, prepare agendas, take minutes, and track action items
• Screen and respond to calls, emails, and other communications on behalf of the COO as appropriate
• Support the implementation and monitoring of operational workflows and agency-wide initiatives
• Assist with planning and logistics for internal and external events, trainings, and site visits
• Prepare reports, presentations, correspondence, and briefing materials for use by the COO
• Assist with drafting internal communications and tracking progress of initiatives led by the COO
• Collaborate with program leadership to collect, review, and reconcile monthly expenditures and operational data
• Serve as a liaison to internal departments and external partners as needed to support the work of the COO
• Provide administrative support to working groups or committees led by or involving the COO (e.g., Operations, Compliance, Incident Review)
• Assist with the coordination of staff onboarding and administrative support needs related to agency operations
• Oversee meeting logistics and provide general administrative support for department-related needs
• Arrange detailed travel plans and itineraries, compile documents for travel-related meetings, and monitor and document expenses
• Perform all responsibilities in alignment with CHASI’s Mission, Vision, and Core Values
• Other duties as assigned

Requirements

QUALIFICATIONS:

• Minimum of 3 years of experience in administrative support, project coordination, or office management required; nonprofit or operations experience preferred
• Proven ability to support senior-level leadership in a dynamic, fast-paced environment
• Exceptional organizational, time management, and multitasking skills
• Strong written and verbal communication skills, with attention to detail and professionalism
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Microsoft Teams, and SharePoint
• Ability to handle confidential and sensitive information with discretion
• Demonstrated interpersonal skills with the ability to build effective relationships across departments
• Experience with meeting planning, tracking expenses, and preparing reports is a plus
• Ability to take initiative, solve problems independently, and adapt quickly to changing priorities

Additionally, we offer an excellent benefits package that includes:

• generous paid time off (4 weeks of vacation plus paid holidays, personal, and sick time)
• medical
• dental
• vision
• supplemental benefits including employer provided basic life insurance and employee assistance programs
• tuition reimbursement and fitness reimbursement after 1 year of employment
• retirement plan that includes employer matching, and more! 

Department: Administration

Reports To: Chief Operating Officer

Location: 26 Bay Street, Staten Island, NY 10301

Position Status: Full Time

FLSA Status: Non-Exempt

CHASI is an equal opportunity employer and is committed to hiring and supporting a diverse staff. All qualified applicants will be afforded equal employment opportunities without discrimination because of race, religion, color, national origin, sex, sexual orientation, gender identity, age, genetic information, disability or marital status.