Administrative Assistant Executive Office

Join UP! We are lighting the path home, one person at a time.

About Urban Pathways

Since 1975, Urban Pathways has engaged New York City’s most vulnerable residents, people on the streets or in areas unfit for human habitation, “lighting the path home, one person at a time.” Urban Pathways is a catalyst for transformative change in the lives of unhoused adults, empowering them to discover their inherent strengths and abilities. We provide essential support and foster an environment where individuals can redefine their narratives and become their best selves.

Job Summary

Reporting to the Executive Administrative Assistant (EAA), the Administrative Assistant (AA) will work independently to complete assignments from multiple sources while prioritizing various tasks. The AA will assist with managing schedules, travel, and accommodation bookings, and conduct research for projects as required. In addition, the AA may serve as the liaison between the Sr. Leadership Team and other departments, programs, and the Board of Directors. The AA will be an individual who will demonstrate a high level of initiative, be able to anticipate the needs of the Sr. Leadership Team, and demonstrate good judgment in a variety of situations with an impressive work ethic. The AA will be an active listener and provide high-quality customer service and respond by exhibiting cross-cultural awareness with the ability to promote and contribute to an equitable and inclusive anti-racist organizational culture and environment.

Key Responsibilities & Essential Functions

• Manage multiple complex multi-functional projects that have organizational-wide impact.
• Use critical thinking to determine what data and information is helpful for the task.
• Assists with developing high-quality materials for the Board of Directors and other high-level committees (using PowerPoint presentations, Word documents, and Excel spreadsheets)
• Prepares general reports, correspondence, memos, etc., for the Executive Administrative Assistant and other Sr. Leadership staff as assigned.
• Review and track expense reports.
• Performs clerical tasks and accurate data input in multiple systems by following instructions and/or written procedures.
• Files paperwork and mails correspondences.
• Communicates with building maintenance, when needed.
• Operates office equipment.
• Facilitate virtual and in-person meetings, prepare presentations, and assist in coordinating access for meetings.
• Manage coverage of the Administration office reception desk and provide coverage as needed.

Communication

• Communicates verbally and in writing in a professional manner at all times.
• Attends staff meetings, training, and supervisory sessions as required.
• Performs all other duties as assigned and as required.

Qualifications, Education and Experience

• Associate degree required. Or an Administrative Assistant Certificate with a high school diploma, GED/TASC is required.
• At least 3-4 years of Administrative Assistant experience required.
• NYS Notary Public. Required.
• Experience working in a social service setting such as with persons experiencing homelessness, mental illness, and/or substance use population preferred.

Skills & Competencies

• Proficiency in Google Suite & Microsoft 365, Videoconference, & technical online skills.
• Excellent interpersonal skills and ability to work as both part of a team and independently.
• Strong written and verbal communication skills.
• A proactive person-centered approach.
• Experience in working with diverse communities.
• Foreign language is a plus.

Capabilities

• Desire to perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Comfortable with using public transportation to travel to and from various program sites.

Urban Pathways offers a comprehensive benefits package designed to support the well-being and professional growth of our employees.

These benefits include:

• Healthcare Coverage: Medical, dental, and vision insurance plans to keep you and your family in good health.
• Retirement Savings: A 403(b) plan and a 401(a) with employer annual contribution to help you plan for a secure financial future.
• Paid Time Off: Generous paid time off, including vacation, holidays, and personal days.
• Professional Development: Opportunities for continuous learning and professional development to enhance your skills and advance your career.
• Flexible Work Arrangements: Work-life balance is important to us, and we offer flexible work arrangements to accommodate your needs.
• Wellness Programs: Employee wellness programs, including fitness initiatives and mental health support.
• Employee Assistance Program (EAP): Confidential counseling and support services for personal or work-related issues.
• Employee Recognition: Recognition programs to celebrate and reward outstanding contributions.