Administrative Assistant

Job Description

Job Description

We are looking for an experienced Administrative Assistant to support daily front desk and office operations for a non-profit organization in Brooklyn, New York. This Long-term Contract position is ideal for someone who brings strong organization, sound judgment, and a calm, welcoming presence when working with attorneys, court partners, and program participants facing complex personal circumstances. The role combines reception, coordination, clerical support, and data management to help create an efficient and respectful office environment across multiple locations.

Responsibilities:
• Provide reception coverage and serve as the first point of contact for visitors, participants, and partners entering the office.
• Welcome guests, confirm arrivals, and guide individuals to the correct staff member, room, or service area.
• Handle incoming mail, prepare outgoing correspondence, and support routine administrative communications by phone and email.
• Keep waiting spaces, reception areas, and meeting rooms orderly, stocked, and ready for daily use.
• Manage conference room scheduling and help coordinate shared space availability for meetings and appointments.
• Distribute program materials, supplies, and resources to participants in a timely and organized manner.
• Enter, maintain, and update participant and program information in internal databases and tracking tools with accuracy.
• Receive deliveries, unpack items, and organize supplies to ensure materials are easy to locate and replenish.
• Travel between Brooklyn office locations as needed to cover reception desks or transport supplies between sites.• Previous experience in a receptionist, front desk, or administrative support role.
• Strong organizational ability with careful attention to detail and follow-through.
• Clear and approachable communication skills for working with diverse visitors and stakeholders.
• Comfort interacting with individuals who may be experiencing trauma, mental health concerns, substance use issues, or other challenging circumstances.
• Proficiency with Microsoft Word, Excel, Outlook, and PowerPoint in an office setting.
• Ability to manage data entry, appointment scheduling, inbound calls, and email correspondence efficiently.
• Bilingual Spanish language skills are helpful but not required.