ADMIN ASSISTANT - CENTRAL ADMINISTRATION

At Access: Supports for Living and our Access: Network partners, we help people live the healthiest and fullest lives possible - and we support our staff in doing the same. Across our family of organizations, team members work in mental health, substance use, disability, employment, housing, and family services, doing meaningful work in a collaborative and respectful environment. We offer supportive leadership, opportunities to learn and grow, competitive benefits, and the chance to build a career with purpose. If you're looking for work that matters and a team that values what you bring, the Access Network is a great place to be.

Administrative Assistant

Company: Access: Supports for Living

Department: Central Administration

Reports To: Executive Assistant to the President & CEO

Location: Middletown, NY

FLSA Status: Non-Exempt

Employment Type: Full-Time 40 hours/week

Travel: Up to 5% local

Rate: $19.00/hr

About the Role

The Administrative Assistant is a trusted partner to executive leadership and a key connector across Central Administration at Access: Supports for Living. In this role, you'll help keep the organization running smoothly - supporting senior leaders, Board activities, communications efforts, and front-office operations at one of the Hudson Valley's largest and most mission-driven nonprofits.

This position is ideal for someone who enjoys variety, values professionalism, and takes pride in being the person others rely on to keep things organized, welcoming, and moving forward.

What You'll Do

Executive & Leadership Support

Manage calendars, schedules, meetings, and reminders to maintain on-time schedules

Support delegated executive email tasks, including inbox organization and priority management

Prepare polished reports, correspondence, presentations, spreadsheets, and other materials

Track follow-ups and action items to ensure leadership requests are completed on schedule Board, Committee & Special Projects

Coordinate logistics and materials for Board of Directors and Board Committee meetings

Record, draft, and edit clear, accurate meeting minutes

Support executive meetings, leadership projects, and special events from planning through follow-up

Arrange travel and accommodations for executives and board members as needed Communications & Content Support

Provide administrative and coordination support to the Communications team

Assist with drafting, formatting, proofreading, and distributing internal communications and leadership correspondence

Help organize and maintain communications materials, presentations, and shared resources

Support updates to phone lists, contact directories, and distribution lists across systems

Use AI tools to support administrative and communications work products as assigned Front Office & Central Answering System

Create a welcoming, professional first impression for staff, visitors, and partners

Greet visitors, verify identification, and provide directions within the building

Answer and route incoming calls through the Central Answering System with professionalism and care

Manage incoming and outgoing mail, packages, scanning, and coordination with delivery services Administrative Operations & Document Management

Maintain organized corporate records, files, reports, and archives

Support Central Administration document management and archiving systems

Track and manage submission of assigned documents and proposals

Order, organize, and manage office supplies for Central Administration

Handle general administrative and office support tasks as needed Facilities, Safety & Workplace Support

Serve as Safety Coordinator for the headquarters building

Conduct monthly safety walkthroughs and submit maintenance or facilities work orders

Follow up to ensure issues are addressed and escalate urgent concerns appropriately

Coordinate with facilities, custodial, and maintenance teams to support a safe, well-maintained workspace

Help maintain shared spaces, including the lobby and common areas Additional Support

Assist with employee recognition initiatives and internal projects

Maintain Central Answering System data, phone lists, and standard work

Update addresses and contact information across multiple systems

Complete occasional local errands (post office, courier drop-offs/pick-ups)

Take on other administrative responsibilities as assigned What We're Looking For

You'll thrive in this role if you bring:

Strong organizational skills and attention to detail

Sound judgment and a high level of discretion

Flexibility and comfort shifting priorities

Clear, professional communication skills

The ability to stay calm and effective in a fast-paced environment

A collaborative mindset and service-oriented approach Technical Skills

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Comfort working with document management systems and AI-supported tools Education & Experience

High school diploma required; Associate's degree preferred

5-7 years of relevant administrative experience may be substituted for formal education

An Equal Opportunity Employer, including disability and Veterans

IND2024