Executive & Operations Assistant

Community Inclusion & Development Alliance (CIDA)

• Location: Bayside, Queens, NY
• Position Type: Full-Time
• Reports to: Executive Director

About CIDA

Community Inclusion & Development Alliance (CIDA) is a nonprofit organization dedicated to supporting individuals with intellectual and developmental disabilities (IDD) and their families. CIDA provides family support, education and training, transition and adult services, employment and life-skills programs, community-based initiatives, and advocacy.

We are seeking a highly organized, dependable, and detail-oriented Executive & Operations Assistant to provide direct administrative and operational support to the Executive Director and help ensure the smooth day-to-day operation of the organization.

Position Summary

The Executive & Operations Assistant works closely with the Executive Director and provides support across office administration, financial recordkeeping, bookkeeping, accounts payable and receivable, Board administration, facility operations, and external relationship management.

This position is well suited for someone who is comfortable working in a small nonprofit environment where priorities may shift and where accuracy, organization, confidentiality, responsiveness, and follow-through are essential.

Key Responsibilities

Executive & Administrative Support

• • Provide day-to-day administrative and operational support to the Executive Director.
  • Manage correspondence, documents, records, scheduling, and administrative follow-up as assigned.
  • Assist with organizing meetings and preparing meeting materials.
  • Track action items, deadlines, documents, and other organizational priorities.
  • Perform general clerical duties, including filing, scanning, copying, data entry, and document organization.
  • Handle confidential organizational, employee, financial, donor, and Board information with appropriate discretion.

Bookkeeping & Financial Administration

• • Assist with day-to-day bookkeeping, payroll processing, and financial recordkeeping.
  • Enter and accurately code transactions in QuickBooks in accordance with established organizational procedures.
  • Manage routine accounts payable and accounts receivable , including preparing invoices, processing payments, and tracking reimbursements.
  • Maintain organized financial records, including receipts, invoices, purchase records, cash transactions, reconciliations, and deposit documentation.
  • Coordinate with the Executive Director and CIDA's external accounting professionals on bookkeeping, payroll, and financial matters as needed.
  • Prepare and maintain supporting financial documentation for grants, audits, financial reporting, and other organizational requirements .

Sponsor, Donor & External Relations Support

• • Assist the Executive Director with administrative coordination of sponsor, donor, funder, and community partner relationships .
  • Maintain organized contact records, correspondence, commitments, and follow-up activities.
  • Prepare and organize acknowledgments, sponsorship materials, invoices, correspondence, and meeting materials as needed.
  • Provide administrative and logistical support for fundraising activities, organizational events, and external meetings .

Board & Governance Support

• • Assist the Executive Director with administrative support for CIDA's Board of Directors.
  • Maintain files related to meeting materials, minutes, resolutions, policies, and other governance documents.
  • Assist with meeting scheduling, document distribution, and administrative follow-up.
  • Maintain Board records in an organized and confidential manner.

Office, Reception & Facility Operations

• • Manage incoming telephone calls, general inquiries, visitors, mail, deliveries, and routine office communications in a professional manner.
  • Provide courteous reception support to families, partners, community members, and other visitors.
  • Coordinate routine facility maintenance, repairs, and vendor communications under the direction of the Executive Director.
  • Manage office and operational supplies, including purchasing, inventory, and organization.
  • Maintain organized, professional, and functional office and common areas.
  • Provide general administrative and operational support to CIDA's office and programs as assigned.

Qualifications

• • Minimum of 3 years of relevant professional experience in executive or administrative support, office operations, bookkeeping, nonprofit administration, or a related function required.
  • Associate's or bachelor's degree preferred.
  • QuickBooks experience required , including transaction entry and coding.
  • Working knowledge of bookkeeping, accounts payable, accounts receivable, invoicing, and financial recordkeeping.
  • Strong proficiency with Microsoft Office and/or Google Workspace.
  • Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines effectively.
  • Strong written and verbal communication skills, with a professional and courteous approach to telephone, reception, and external communications.
  • Ability to handle confidential and sensitive information with professionalism and discretion.
  • Ability to accurately follow established financial, administrative, and organizational procedures.
  • Ability to work independently while exercising sound judgment and seeking appropriate guidance or approval when needed.
  • Comfortable working directly with senior leadership in a small, collaborative nonprofit environment.

Ideal Candidate

The successful candidate will be organized, accurate, dependable, professional, and proactive . The individual should be comfortable moving between financial administrative tasks, executive support, reception duties, Board documentation, and routine office operations throughout the workday.

Because this position works closely with the Executive Director and has access to financial, personnel, donor, and organizational information, professional judgment, confidentiality, integrity, and attention to detail are essential .

Why Join CIDA?

This position offers an opportunity to play an important operational role in a growing community-based nonprofit organization. The Executive & Operations Assistant will work closely with organizational leadership and gain broad experience in nonprofit administration, financial operations, Board support, fundraising administration, and community programs.

CIDA is an equal opportunity employer. Employment decisions are made based on organizational needs, job requirements, qualifications, and demonstrated ability to perform the essential responsibilities of the position.