Administrative assistant

Overview

We are seeking a highly organized, detail-oriented, proactive, and reliable Administrative Assistant to support the daily operations of our Institute. The ideal candidate will play a crucial role in ensuring smooth administrative functioning, supporting daily operations, ensuring efficient office management, assisting with training programs, supporting clinical services, and serving as the first point of contact for clients, trainees, staff, and the general public. This position requires strong organizational skills, proficiency in various software applications, and the ability to handle multiple tasks simultaneously in a fast-paced environment. A flexible schedule is required (e.g., one evening per week, some weekends for training programs).

Key Responsibilities:

· Office & Administrative Support

Manage front desk operations, greeting patients and visitors and directing them appropriately.

Handle multi-line phone systems, ensuring professional phone etiquette and effective communication.

Perform data entry tasks with accuracy and attention to detail.

Maintain organized filing systems for easy retrieval of documents.

Assist with calendar management, scheduling appointments, and coordinating meetings and training events.

Provide customer support by addressing inquiries and resolving issues promptly.

Conduct proofreading of documents to ensure clarity and correctness.

Support bookkeeping tasks as needed, including basic accounting functions using QuickBooks.

Collaborate with team members on various administrative projects to enhance office efficiency.

Draft, proofread, and distribute correspondence, reports, and materials.

Set up office space for trainings and other programs.

Keep reception area clean and organized.

Support executive staff.

· Program & Training Support

Assist with registration, communications, and logistics for training programs and workshops.

Maintain training records and databases.

Provide technical support for online/hybrid courses and events.

· Clinical Services Support

Process client intakes and referrals.

Maintain confidential records and support clinicians with scheduling.

Ensure compliance with privacy and HIPAA standards.

· Financial & Data Management

Assist with invoicing, billing, and payment processing.

Track expenses, receipts and petty cash.

Support preparation of reports and data entry for grants, fundraising, and board meetings.

· Communications & Outreach

Update website and social media with events and announcements (as needed).

Assist with e-newsletters, flyers, and other communications.

Support donor relations and fundraising efforts.

· Qualifications:

· Associate or bachelor’s degree preferred; equivalent administrative experience considered.

· At least 2 years of administrative, office, or program support experience (non-profit or mental health field a plus).

· Excellent organizational, communication, and interpersonal skills.

· Strong computer skills (Microsoft Office, Google Workspace; familiarity with databases, QuickBooks, and EMR systems).

· Strong computer literacy with the ability to learn new software quickly.

· Ability to multi-task, prioritize, and manage deadlines in a fast-paced environment.

· Sensitivity to confidentiality and cultural diversity.

· Demonstrated ability to work independently as well as part of a team.

· Interest in mental health, psychotherapy, or non-profit work is highly desirable.

Compensation & Benefits:

· Competitive salary commensurate with experience.

· Health, dental, and vision benefits.

· Paid time off, holidays, and sick leave.

· Opportunities for professional development and training.

· Collaborative, mission-driven work environment.

How to Apply:

Please send a resume and cover letter to [email protected] with “Administrative Assistant Application” in the subject line. Applications will be reviewed on a rolling basis until the position is filled.

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• Associate (Required)

Shift availability:

• Day Shift (Required)
• Night Shift (Required)

Ability to Commute:

• New York, NY 10016 (Required)

Work Location: In person