Administrative assistant

Date posted: November 4, 2025

Position Type: Part-time (20 hours per week)

Compensation: $19.00-$22.00 per hour

Benefits: Flexible scheduling, 5 paid sick days per year

POSITION OVERVIEW

We are seeking a detail-oriented and proactive Administrative Assistant to provide dedicated support to the Executive Director of King Urban Life Center. This role is essential to ensuring smooth daily operations and enabling leadership to focus on strategic initiatives that serve children and families on Buffalo's East Side.

PRIMARY RESPONSIBILITIES

Executive Support

• Provide comprehensive administrative assistance to the Executive Director
• Manage Executive Director's calendar, schedule meetings, and coordinate appointments
• Handle correspondence including emails, phone calls, and written communications
• Prepare meeting materials, agendas, and take minutes as needed
• Screen and prioritize communications for the Executive Director
• Coordinate travel arrangements and logistics when necessary
• Maintain confidential files and sensitive information with discretion

Office Management

• Serve as receptionist for incoming phone calls and in-person visitors
• Greet visitors warmly and direct them to appropriate staff or programs
• Maintain organized filing systems (both physical and digital)
• Order office supplies and maintain inventory
• Handle routine business correspondence and documentation
• Ensure the front office presents a welcoming, professional environment

Communications and Coordination

• Draft and proofread correspondence, reports, and other documents
• Assist with internal communications and staff coordination
• Support board meeting preparation and follow-up tasks
• Coordinate with program staff and community partners as needed
• Help maintain organizational databases and contact lists

Technology Support

• Utilize Office 365 and other software platforms efficiently
• Assist with basic technology troubleshooting for Executive Director
• Support document creation, formatting, and data management
• Help maintain digital filing systems and shared resources

SCHEDULE AND WORK ENVIRONMENT

• Part-time position: 20 hours per week
• Flexible scheduling with core hours during weekdays
• Schedule to be determined based on organizational needs and candidate availability
• Located at King Urban Life Center, 938 Genesee Street, Buffalo, New York
• Professional office environment within a community-focused nonprofit

REQUIRED QUALIFICATIONS

• Previous administrative or office support experience
• Excellent written and verbal communication skills
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities and deadlines
• Professional demeanor and customer service orientation
• Proficiency with Microsoft Office 365 (Word, Excel, Outlook, PowerPoint)
• Discretion in handling confidential information
• Reliability and strong work ethic
• Ability to work independently with minimal supervision

PREFERRED QUALIFICATIONS

• Associate's degree or higher in Business Administration or related field
• Experience supporting executive-level leadership
• Experience working in nonprofit organizations
• Familiarity with database management and donor/grant tracking systems
• Bilingual skills (especially Spanish or other languages spoken in our community)
• Experience with social media and basic website management
• Knowledge of Buffalo's East Side community
• Understanding of nonprofit operations and community-based organizations

WHAT WE OFFER

• Competitive hourly wage of $19.00-$22.00 based on experience
• Flexible part-time schedule (20 hours per week)
• 5 paid sick days per year
• Employee assistance program
• Meaningful work supporting an organization that makes a direct impact on children and families
• Professional development opportunities
• Collaborative, mission-driven work environment

APPLICATION PROCESS

Interested candidates should submit to [email protected] a resume and cover letter explaining their interest in supporting nonprofit leadership and their administrative experience. References from previous supervisors are preferred.

We are an equal opportunity employer committed to diversity and inclusion in our workforce.

ABOUT KING URBAN LIFE CENTER

King Urban Life Center strives to be a resource hub for the East Side of Buffalo by uniting the community and connecting children and families to free and impactful programming. The King Urban Life Center is committed to preserving the historic building it occupies, fostering radical neighborhood transformation, and delivering innovative educational programs to members of all ages, with a focus on young children and families. Located at 938 Genesee Street Buffalo, New York, the center operates as a national historic landmark that provides educational and social services to strengthen families and build community connections.

Job Type: Part-time (20 hours per week)

Work Location: In person

Job Type: Part-time

Pay: $19.00 - $22.00 per hour

Expected hours: 20 per week

Work Location: In person