Operations Administrative Assistant

Operations Administrative AssistantHeartShare Human Svs, 330 Jay St 29th FL, Brooklyn, NY,11201 - BROOKLYN, NY 11201OverviewSalary Range $31.86 - $37.36 Hourly Position Type Full-Time Education Level Bachelors Degree or Equivalent Travel Percentage Up to 25%DescriptionThe Operations Administrative Assistant provides administrative and operational support to the Office of the COO and serves as shared administrative capacity for its departments. The role suits someone organized and self-directed who can carry a recurring workload across several departments, work from written procedures with limited supervision, raise conflicting requests with their manager rather than absorbing them, and improve the processes they inherit rather than only executing them.Essential Functions and Primary Responsibilities of Position:Administrative support to Operations TeamMaintain comprehensive and accurate records for the Office of the COOServe as a point of communication between the Chief of Staff and COO, internal teams, and outside resourcesMeet regularly with the Chief of Staff to review task status and confirm prioritiesMeetings, Events, and Internal CommunicationsProvide town hall production support: build and advance the presentation, set up the virtual meeting including breakout rooms, and record the sessionBuild the Manager Forum deck and consolidate other presenters' slides into a single master deckProvide presentation and logistics support for Leadership Council meetings and the annual leadership retreatProvide on-site, day-of event support, including setup, materials, and run of showCompile the monthly Leadership Council birthday and anniversary list from the maintained Executive Office record, add recognitions to the Leadership Council agenda, and route the list to the staff member who administers recognition giftsProvide administrative support for agency recognition and employee engagement events, including vendor scheduling, invoice processing, and supply orderingProgram and Learning AdministrationSet up and break down room for new hire orientation on siteBook rooms, order supplies, and coordinate logistics for learning sessions delivered at 330 Jay StreetInvoice, Expense, and Procurement ProcessingPrepare the monthly corporate credit-card reconciliation for the COO's card: assemble the expense sheet, statement, and matched receipts in order; apply nature of expense, budget code, and cost center; route for signature and submit to Fiscal by the monthly due dateProcess invoices and financial paperwork on behalf of the COO and Chief of StaffCollect and submit credit-card receipts on behalf of supported departments, and maintain a shared receipts folder so receipts are captured at the point of purchase rather than retrieved retroactivelyPlace orders for equipment and supplies through approved vendors and confirm receiptVendor, Asset, and Service CoordinationResearch and coordinate vendors for events and division-wide initiatives inside and outside the office.Records, Documentation, and Shared SystemsMaintain the Operations SharePoint site and landing page as the divisional document home, continuously improve company intranet pages for COO departments.Produce illustrated user guides, process one-pagers, and reference material for staffDocument and improve the recurring administrative processes owned by this role, and maintain written procedures so the work is transferablePerforms other job-related duties as assigned, consistent with the scope, responsibilities, and level of the position, and in compliance with applicable laws, regulations, and organizational policies.QualificationsBachelor's degree from a four-year college, or equivalent experience. requiredTwo or more years of executive or administrative support experience or equivalent.Knowledge, Skills, and AbilitiesProficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and TeamsAbility to run live virtual meetings, including presenter controls, breakout rooms, and recordingSharePoint site and distribution list maintenanceWorking knowledge of invoice and expense workflow systems, including expense coding, budget codes, and cost centersStrong organizational skills and the ability to prioritize competing requests from multiple senior leaders, and to escalate when priorities conflictProactivity and self-direction, with initiative to recommend and implement process improvementsDiscretion, professionalism, and sound judgment with confidential personnel and financial informationStrong written and verbal communication and a service-oriented approach to internal partnersBenefitsAt HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:Rewarding Work in a team environment.Paid vacation, sick, personal days, and holidays.403(B) retirement plans with employer contribution.Health, dental, vision and life insurance.Employee Assistance Program (EAP).Flexible spending account (Dependent Care, Medical, Parking, and Transit).Employee Appreciation Programs and Events.Tuition Assistance Program.Professional Development opportunities.Wellhub DiscountVerizon Wireless Discount.BJs Membership discount.Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & moreHeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to View email address on click.appcast.io HeartshareFor over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.HeartShare Human Services of New York nurtures and empowers children and adults with intellectual and developmental disabilities.