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Open nowPosted 27 hours ago

Administrative Assistant

HELP USA190 open roles

Where
New York, NY, USA
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Your applicationOpen nowAdministrative AssistantHELP USA · New York, NY, USA

  1. YouYes, apply to this one.

  2. CV RocketCV written for this posting.

  3. 25 readersRecruiter, hiring manager, skeptic. Round after round.

  4. CV RocketApplied on HELP USA's own form.

The reply lands in your private mailbox

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The clock on this job

Early applications get read.

8.2% of postings close within 7 days. Measured by our own scanner across the market.

Share of postings closed within
  1. 1.8%1 day
  2. 3.6%3 days
  3. 8.2%7 days
  4. 15.2%14 days
  5. 34.0%30 days
This job: posted 27 hours ago

The posting

Location:  Central | 115 E 13th Street, New York, NY Summary: HELP USA is seeking an organized, reliable, and detail-oriented Administrative Assistant to support the Operations Manager and assist with the coordination of operational activities across programs and departments. The ideal candidate is proactive, professional, and comfortable managing multiple responsibilities in a fast-paced, multi-site environment. This position will provide day-to-day administrative and coordination support related to scheduling, documentation management, meeting preparation, routine data tracking, communication follow-up, and logistical planning for operational initiatives. The Administrative Assistant will play an important role in keeping workflows organized, supporting compliance documentation readiness, and helping ensure operational activities move forward smoothly. Essential Duties and Responsibilities:

Managing communications by email and telephone, and conveying messages accurately and on a timely basis Scheduling appointments, meetings, project check-ins, and events for Operations staff Coordinating meeting logistics, including invitations, room reservations, virtual meeting links, and participant communication Preparing agendas, meeting materials, and assisting with note-taking and follow-up tracking Maintaining files, shared drives, and documentation systems in an organized, easy-to-follow manner Updating routine operational tracking tools and following up with sites and departments for required information Track tasks; send reminders; collect updates; centralize status reports Maintain a deadline tracker to proactively flag upcoming due dates and ensure timely follow-up Assisting with the preparation, formatting, and organization of reports, presentations, and correspondence using Microsoft Office applications Supporting procurement and expense workflows by collecting documentation, tracking submissions, and maintaining records Assisting with travel and conference coordination, logistics, and documentation preparation Coordinating interview scheduling and applicant communication for Operations-related recruitment activities Supporting planning and logistics for staff engagement activities, trainings, meetings, and organizational events Providing administrative support for ongoing and special operational projects

Required Skills/Abilities:

Prior experience and demonstrated ability in providing administrative support. Great computer skills, including internet savvy and strong Microsoft Office capability. Outstanding written and oral communication skills to enable clear, effective, and respectful communications throughout the organization – from Board members to entry-level employees. Ability to process a large volume of work with shifting priorities without becoming frustrated or flustered. High School Diploma or equivalent; some College is a plus.

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  1. A CV for this posting

    Written against HELP USA's own wording, from every piece of relevant proof in your profile.

  2. 25 readers review it

    Recruiter, hiring manager, skeptic and more read every draft, round after round. You get the best round.

    The review screen in CV Rocket: how each CV was read, round by round.

  3. We apply on HELP USA's form

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    An application in CV Rocket: every answer filled in on the employer's form.

  4. Every reply, sorted

    HELP USA's answer lands in your private mailbox, and we classify it on arrival: interview, question, rejection.

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  5. Reply with AI

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    An interview invitation in the CV Rocket inbox, added to the candidate's calendar.
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