Job Details

Level: EntryJob Location: Administrative Office - New York, NY 10001Position Type: Part TimeSalary Range: $18.00 - $20.00 HourlyJob Shift: Day

Birch Family Services is a leading provider of education, employment, and community support services for individuals with autism and developmental disabilities and their families in New York City. Every year, the organization supports more than 2,000 people across 31 locations in Manhattan, Queens, Brooklyn, and the Bronx. From preschool to graduation, employment, housing, and beyond, Birch Family Services provides fully integrated programs and services to support individuals in achieving their goals across their lifetime.

 

POSITION SUMMARY

The Administrative Assistant provides essential organizational and clerical support to ensure daily office operations run efficiently. This role serves as a primary point of contact for internal and external stakeholders, requiring a blend of professional communication, technical proficiency, and high-level multitasking.

 

DUTIES AND RESPONSIBILITIES

• Screen and direct incoming calls, emails, and visitors with a professional demeanor.
• Draft, format, and proofread memos, emails, reports, and other business documents.
• Act as the link between departments, clients, and vendors to facilitate smooth information flow.
• Manage complex calendars, including coordinating appointments, recurring meetings, and internal events.
• Book conference rooms, prepare agendas, and record accurate meeting minutes for distribution.
• Monitor and order office supplies, anticipating needs before they become urgent.
• Assist with processing expense reports and tracking invoices.
• Organize and maintain secure physical and electronic filing systems (e.g., SharePoint, Google Drive, Dropbox).
• Update and manage databases and spreadsheets with high accuracy.
• Facilitate virtual meetings using platforms like Microsoft Teams or Zoom.

Qualifications

QUALIFICATIONS

Education

• High School diploma or General Education Degree (GED)
• Proficiency in Microsoft Office 365 (Excel, Word, Outlook) and Google Workspace.

 

Experience

• 1 year of office experience preferred.

 

Physical Requirements

 

• Generally, minimal physical exertion is required. Occasional lifting of heavy boxes and presentation materials may occur. 

 

Birch Family Services provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Birch Family Services complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Birch Family Services expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Birch Family Services’ employees to perform their job duties may result in discipline up to and including discharge.