Executive Assistant Req - 4705

Job Description

Job Description

BronxWorks helps individuals and families improve their economic and social well-being. From toddlers to seniors, we feed, shelter, teach, and support our neighbors to build a stronger community. In all aspects of our work, we strive for the highest ethical and performance standards and guided by the belief that people are to be treated with dignity and respect regardless of their present situation or past experiences. We have 65 locations throughout the borough providing a variety of programs that offer assistance in the areas of family, children and youth support, educational services, elder care, homelessness, mental health, and workforce development. We are an employer of choice for anyone interested in a meaningful career in the social services field.

BronxWorks Legal Services

The BronxWorks model aims to break the cycle of poverty through a holistic approach, helping individuals and families transition from crisis to self-sufficiency. A key component of this continuum of support is BronxWorks Legal Services, which provides free legal assistance to those facing eviction, seeking immigration stability, and survivors of domestic violence and other crimes. Within BronxWorks Legal Services, the new Tenant Defense Program will play a vital role in securing housing stability for low-income tenants. The program will support New York City’s groundbreaking Universal Access to Counsel initiative which, as implemented, ensures low-income tenants the right to full legal representation in eviction proceedings.

Administrative Assistant Opportunity

BronxWorks seeks an administrative assistant eager to work in a fast-paced, dynamic setting and provide administrative support to legal professionals working to prevent the eviction of vulnerable, low-income tenants in the Bronx. The administrative assistant will perform receptionist duties, support program administration and case administration, and provide direct support and assistance to the VP of Legal Services. This position offers an excellent opportunity to launch or grow a public interest career, hone administrative skills, and meaningfully contribute to efforts to prevent displacement of Bronx communities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Support for the VP of Legal Services

• Coordinate the VP’s professional calendar, ensuring appointments and meetings with internal and external stakeholders are scheduled efficiently and potential conflicts are avoided.
• Schedule and manage logistics for recruitment events, including law school recruitment initiatives.
• Prepare and edit presentations, reports, and meeting materials, incorporating graphics and other design elements as needed.
• Screen incoming calls and emails, prioritize high-priority communications, and propose appointment dates for the VP.
• Arrange travel accommodations and logistics for recruitment efforts and other professional engagements.
• Handle logistical aspects of meetings, including reserving conference rooms, ensuring technology needs are met, coordinating schedules, and communicating with relevant stakeholders to ensure meetings run smoothly.

Onboarding Assistance

• Draft hiring-related forms for the VP’s final review and approval.
• Organize and coordinate interview schedules, ensuring clear communication with job applicants and hiring committee members.
• Maintain and routinely update spreadsheets tracking hiring decisions and progress.
• Liaise with the IT department to ensure new employees have access to necessary tools, such as laptops, phones, shared drives, and case management systems.

Fiscal

• Purchase, receive, and maintain office supplies and equipment, ensuring proper documentation of purchasing decisions and maintaining accurate records. Submit invoices for processing. Review invoices and confirm accuracy.
• Track and prepare reports on program financial and other information.
• Collect and log checks and money orders delivered to staff.
• Submit purchase orders, packing slips, and invoices to the fiscal department promptly and accurately.
• Utilize purchasing software, such as Nexonia/Emburse, to record and submit expenses, purchases, and billing information.
• Process staff reimbursement requests in an accurate and timely manner.

Administrative Operations

• Maintain an organized and efficient office environment by implementing office systems, managing layouts, and coordinating equipment procurement.
• Monitor and replenish office inventory, checking stock regularly and anticipating supply needs to ensure uninterrupted operations.
• Place purchase orders for supplies, equipment, and food, ensuring timely delivery and proper documentation.
• Oversee day-to-day office operations, including clerical support such as filing, faxing, scanning, typing, and photocopying. Maintain fax and copy machines.
• Receive, send, sort, and distribute mail efficiently.
• Maintain and update a monthly inventory log for all office items, equipment, and furniture, ensuring proper records of purchases, transfers, or disposals.
• Ensure all office equipment is in good working condition, troubleshooting issues as they arise and collaborating with IT or the fiscal department to resolve them.
• Assist with the proper storage and organization of client files, adhering to confidentiality and compliance standards.
• File, copy, and organize client documents and charts as required.
• Enter client data into relevant databases, such as LegalServer, while flagging discrepancies for supervisory review.

Reporting and Data Management

• Track, collect, and organize program data for reporting purposes, ensuring all deadlines for funding requirements and case updates are met.
• Prepare and complete reports, addressing any discrepancies in data and ensuring accuracy prior to submission.
• Maintain an up-to-date calendar of reporting deadlines and proactively follow up to address missing information or delays.
• Regularly update shared drives with program materials, reports, and other pertinent documents to ensure accessibility and organization.

Calendar Management

• Oversee program-specific and department-wide calendars, including the Tenant Defense Program (TDP) calendar.
• Coordinate intake dates and monitor intake shift assignments, ensuring accurate and efficient scheduling.

Team Meetings and Trainings

• Manage calendar of team meetings and trainings, managing logistics such as scheduling, materials preparation, and follow-up actions.
• Edit and distribute meeting agendas in advance and ensure action items and minutes are clearly documented and shared.
• Arrange for technology needs and manage high-quality recordings of meetings, ensuring they are stored appropriately on shared drives.
• Facilitate online collaboration tools and maintain resources to support team communication.

Perform Receptionist Duties

• Maintain up-to-date knowledge of program priorities, services, policies, and intake procedures.
• Answer phone calls and general voicemail, respond to inquiries with accuracy and excellent customer service, direct calls, and take messages. Record messages, and route inquiries to the appropriate staff members.
• Cover the front desk, greet and direct visitors, and provide accurate program information. Monitor visitor access when required. Provide a welcoming and professional reception experience.

Confidential Executive Support and Labor Relations Functions

• Serve as a trusted administrative partner to the Vice President of Legal Services and senior leadership, handling highly sensitive, privileged, and confidential matters, including those related to personnel, employee discipline, performance, restructuring, and labor relations.
• Prepare and maintain confidential records and internal memoranda related to staffing decisions, employee grievances, and personnel investigations.
• Attend confidential management meetings related to strategic planning, staffing, budgeting, labor strategy, or internal investigations, and prepare agendas, meeting notes, and follow-up communications.
• Support the VP in compiling data, drafting communications, and preparing documentation related to employee performance, counseling, promotions, and terminations.
• Coordinate scheduling and logistics for confidential interviews, disciplinary meetings, internal reviews, and labor-related consultations.
• Act as liaison to internal and external counsel on matters relating to human resources, employee relations, and labor matters, ensuring discretion and confidentiality.
• Manage secure filing systems for confidential personnel and legal documents, ensuring appropriate access control and information security standards.
• Maintain access to employee salary and compensation information for purposes of budget tracking, reporting, salary benchmarking, and confidential personnel planning.

Other Responsibilities

• Perform other duties as assigned

QUALIFICATIONS

• Associate degree and two years applicable experience or bachelor’s degree.
• Excellent customer service and interpersonal skills. Able to effectively communicate with individuals from diverse backgrounds, external resource providers, and people experiencing crisis.
• Excellent oral and written communication and analytical skills.
• Strong attention to detail and concern for quality and accuracy.
• Demonstrated ability to maintain a calm, helpful demeanor in a sometimes stressful and fast-paced environment. A positive attitude and collegiality.
• High degree of professional ethics and integrity and ability to maintain confidentiality.
• Excellent time management and organizational skills. Able to multi-task and produce quality work on tight deadlines.
• Proficiency in Microsoft office suite, including Outlook, Word, Excel, and Sharepoint, and other standard business technology, including electronic case management and communication systems.
• Must be able to work effectively within a team structure as well as independently.

Preferred Qualifications & Plus Factors

• Verbal and written proficiency in a language other than English, especially Spanish, is strongly preferred.
• Demonstrated commitment to social justice and working in with low-income and vulnerable populations and communities of color to advance equity.

PHYSICAL REQUIREMENTS

• Ability to use a computer for prolonged periods.
• Ability to occasionally lift and/or move up to 10 pounds.
• Ability to stand, walk, or sit for long periods of time.
• Ability to climb five flights of stairs, if required to conduct home visits and/or fieldwork.
• Ability to travel in the boroughs of New York City and its adjacent counties via public transportation.
• Ability to travel for a minimum of 1 mile within a reasonable amount of time and in all types of weather, including inclement weather, if required to conduct home visits and/or field work.

An overview of benefits can be found at -action/work-with-us/.

BronxWorks is committed to equal employment opportunity and providing reasonable accommodations to qualified candidates and employees pursuant to applicable law. This commitment applies to all terms, conditions, and privileges of employment, including but not limited to recruitment, hiring, compensation, training and employee development, placement, promotion, demotion, upgrading, downgrading, transfer, layoff, and termination. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, status as a victim of domestic violence, or any other characteristic protected by federal, state, or local law. If you require reasonable accommodation as part of the application process, please contact [email protected].