Job Description

Out client, a community-based nonprofit, is seeking a Senior Administrative Assistant – Project & Operations Support to provide high-level administrative, operational, and project coordination support to the Vice President of Programs. This role is critical to ensuring smooth day-to-day operations, effective cross-functional communication, and timely execution of program initiatives in a fast-paced, mission-driven environment.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable supporting senior leadership while juggling multiple priorities.

Location: Bronx, NY 10451 (Fully on-site)

Compensation: $70,000–$84,000

Key Responsibilities

Administrative Support

• Provide executive-level administrative support to the Vice President of Programs, including calendar management, scheduling, communications, travel coordination, and meeting preparation
• Draft, proofread, and prepare correspondence, reports, memos, and presentations
• Maintain organized digital and physical filing systems

Project Coordination

• Assist with project planning by tracking milestones, timelines, and deliverables
• Coordinate cross-departmental communication related to program initiatives, audits, and grant deliverables
• Prepare meeting agendas, take minutes, and track follow-up on action items

Operational Support

• Support office operations, including supply management, vendor coordination, facilities requests, and logistics for staff and community events
• Assist with program-related onboarding by coordinating training schedules, materials, equipment, and system access
• Support expense tracking, invoice processing, and monitoring of program expenditures

Programmatic Support

• Serve as a liaison between the Vice President of Programs and program teams to ensure timely communication and workflow
• Collect, verify, and organize program data and reports for internal review and funder submissions
• Support program compliance, documentation standards, and internal audit readiness

Required Qualifications

• Bachelor’s degree (BA preferred or related field)
• 5+ years of administrative and/or operations experience, ideally supporting senior leadership
• Strong organizational, time-management, and multitasking skills
• Excellent written and verbal communication abilities
• Proficiency in Microsoft Office, Google Workspace, and project management tools (e.g., Asana, Monday.com, Trello)
• Ability to handle confidential information with discretion
• Experience in nonprofit, community-based, or justice-involved program settings strongly preferred

Preferred Qualifications

• Experience supporting programmatic or operations teams in a mission-driven organization
• Familiarity with budgeting, invoicing, or grants-related administrative processes
• Demonstrated ability to identify inefficiencies and propose workflow improvements

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