Administrative Assistant to SVP Facilities Dept

The Administrative Assistant to the SVP of Real Estate Strategy & Systems provides high-level administrative, operational, and project coordination support to the Facilities and Real Estate functions across all HeartShare entities. This role is critical to ensuring departmental organization, accountability, and execution of strategic initiatives. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while supporting operational excellence across facilities, capital projects, vendor management, and administrative functions.

Essential Functions and Primary Responsibilities of Position:

Core Competencies

• Strong organizational, problem-solving, and recordkeeping skills
• Effective communication and teamwork abilities
• Ability to work independently and manage multiple tasks.
• Proficiency with facilities management systems (e.g., WorxHub).
• Compassionate and respectful approach when working in human services environments

Administrative & Executive Support

• Serve as the primary administrative resource for the SVP, handling scheduling, correspondence, and task management.
• Assist with meeting preparation, including agenda creation, document distribution, and note-taking as needed.
• Serve as department contact for all FEDEX shipping.
• Send out department communications to program management, as requested.
• Manage and track all department assets: Computers, Vehicles, etc.
• Create (using Canva) and distribute the department’s monthly newsletter.

Purchasing & Supply Ordering

• Manage and oversee the Staples business account & all related ordering.
• Manage and oversee the Home Depot business account & all related ordering.
• Coordinate other supply orders as needed through various vendors, ensuring cost-effectiveness, accurate tracking of expenditures, and budget adherence.
• Assist with procurement and vendor coordination as needed.

Financial & Operational Support

• Manage petty cash, including disbursement, reconciliation, and documentation.
• Prepare monthly agency credit card reconciliations, ensuring all transactions are accurately recorded, supporting documentation is collected, and expenses are allocated correctly.
• Process invoices, as requested, ensuring timely and accurate financial tracking.
• Assist with department invoices by working with department staff to resolve discrepancies, verify and correct supporting documentation, and ensure invoices are prepared properly for timely submission and payment.

Training & Development

• Assist with scheduling all department-offered training.
• Prepare slide decks, handouts, etc.

Records Management

• Maintain and organize department files (paper & electronic) and other critical documents, ensuring accessibility.
• Serve as Record Custodian for the department.
• Utilize Iron Mountain for storage & retrieval of paper documents.
• Digitize documents and file them electronically.

Policy & Process Development

• Assist in the creation, documentation, and refinement of departmental policies and procedures to support efficient operations.

Project & Data Management

• Support departmental initiatives by conducting research, compiling data, and assisting in the development of reports.
• Perform targeted database cleanups in the facilities management software as needed, ensuring accurate data entry, removing duplicates, and updating records to support specific projects and departmental efficiency.

Departmental Support & Special Projects

• Assist other department members at the direction of the SVP, contributing to projects that enhance the efficiency and effectiveness of the Facilities Department.
• Act as a key point of contact for special tasks and initiatives aimed at improving department operations.
• Participate in cross-functional collaboration to identify and implement best practices for department workflow and strategy.

• An associate’s degree or higher is preferred, but a high school diploma or GED with relevant experience or certifications may be considered in lieu of a degree.
• Should have at least 2-3 years of experience in computer software and systems, including Microsoft Office Suite (Word, Excel, Outlook) and document scanning tools.
• Experience with facilities management and workflow systems such as WorxHub, Kissflow, NetSuite, Paycom, Adobe Sign, or similar platforms preferred.
• Record-keeping Skills: Strong skills in maintaining and organizing records, both physical and digital, are required to manage documentation related to facility maintenance, safety compliance, and regulatory requirements.
• The ability to pay close attention to details and ensure accurate and up-to-date records is vital in this role, as even small oversights can have significant consequences.
• Effective communication is essential for collaborating with internal and external stakeholders, vendors, and team members and staff members at all levels.
• Able to identify issues with facility systems, records, or compliance and develop effective solutions to address them. Self-starter with the ability to work independently and take initiative.
• Strong organizational skills are required to manage multiple tasks, schedules, and documentation efficiently.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and experience with database management systems (experience with facilities management software is a plus). Experience with Paycom and Kissflow as plus.

Benefits

What we offer once YOU join our growing family:

At 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.
• Gympass Discount
• Verizon Wireless Discount.
• BJs Membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

Heartshare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org.

About Heartshare

Who WE ARE:

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.

To learn more about Heartshare, please visit our website at www.heartshare.org or follow us on Twitter LinkedIn YouTube Instagram Facebook

Salary : $22 - $27