Administrative Assistant to SVP

A large nonprofit organization is seeking a Temporary Administrative Assistant to support its Facilities Department and senior leadership team. This is an excellent opportunity for an organized, detail-oriented administrative professional who enjoys supporting operations, coordinating projects, and working in a fast-paced environment.

This role is fully onsite in Downtown Brooklyn and will support a busy Facilities and Real Estate team with administrative, operational, and project-based responsibilities.

• Title: Temporary Administrative Assistant – Facilities Department
• Location: Downtown Brooklyn, NY (fully onsite)
• Schedule: Monday–Friday, 35-hour workweek
• Compensation: $22–$25/hour DOE
• Duration: Ongoing temporary assignment

About the Role

The Administrative Assistant will provide direct support to senior leadership within the Facilities Department while helping coordinate daily administrative operations, project tracking, vendor communication, records management, and departmental processes. The ideal candidate is proactive, highly organized, adaptable, and comfortable managing multiple priorities.

Responsibilities

• Provide administrative and executive support including scheduling, correspondence, and task coordination
• Maintain and organize department files, contracts, leases, and critical documentation
• Track important deadlines and departmental deliverables
• Assist with meeting coordination, agendas, document preparation, and note-taking
• Support recruitment coordination and candidate communication for the department
• Assist with procurement, vendor coordination, supply ordering, and invoice processing
• Manage data entry, reporting, and database cleanup projects
• Prepare spreadsheets, reports, reconciliations, and tracking logs
• Support departmental projects, workflow improvements, and operational initiatives
• Collaborate cross-functionally with internal teams and external vendors

Qualifications

• High school diploma or GED required; Associate’s degree preferred
• 2–5 years of administrative support experience required
• Strong Microsoft Office skills, particularly in Excel, Word, and Outlook
• Excellent organizational, multitasking, and communication skills
• Strong attention to detail and record keeping abilities
• Ability to handle confidential information professionally
• Self-starter with strong problem-solving skills and ability to work independently
• Experience with facilities, operations, property management, or nonprofit environments is a plus

Additional Preferred Experience

• Experience supporting senior leadership or department heads
• Familiarity with facilities management systems or databases preferred
• Experience handling invoices, vendor coordination, or operational support functions strongly preferred