HELP USA · 1 month ago
Executive Assistant to COO
New York, NY, USA
Full-time
Onsite
Mid Level
$28.85/hr - $31.25/hr
4+ years expHELP USA is one of the nation’s largest non-profit homeless services providers seeking an experienced Executive Assistant to support the Chief Operating Officer. The role involves managing communications, organizing schedules, and providing administrative support to the operations leadership team.
Building MaterialCommunitiesReal Estate
Responsibilities
Manage communications by email and telephone, conveying messages accurately and promptly
Produce executive reports, spreadsheets, presentations, and visuals for board meetings and daily use
Preserve files in an organized and easy-to-follow manner
Manage timecards for the operations leadership team
Process and approve invoices for payment in Lawson
Provide support for ongoing and special ad hoc projects
Exercise discretion and confidentiality with sensitive information
Provide administrative support to the Operations Leadership Team
Field, source solutions for, and respond to customer concerns and grievances in Lighthouse CMS
Liaison with company subcontractors and vendors to assist in the enrollment of newly integrated city-wide government payment systems and monitor performance
Liaison for Operations with Central Office support teams (Finance, HR, IT, Legal) on various projects, including implementation of DHS Model Budget, updating and developing standard operating policies and procedures for shelters and other programs, rationalizing job descriptions and requirements, etc
Take a leading role in new projects
Organize and manage meetings with disparate departments within HELP to ensure the project begins in an efficient manner
Develop integrative system(s) to be utilized by departments
Hand off the project to a senior operations staff member
Efficiently maintain calendars and appointments with complex scheduling
Plan and manage all travel arrangements and associated expenses
Organize and coordinate conferences and monthly meetings
Create and update travel and expense reports
Reconcile petty cash account information and report figures in the general ledger by comparing them to bank account statements each month
Review the annual operations budget and actual monthly spending to determine necessary adjustments for spending
Liaison with the Budget Department and Site/Program management to assist with the annual budgeting process for all programs
Produce, maintain, and update subcontractor forms and systems consistently (includes Subcontractor logs, Form 65A, PIP, and PASSPort)
Working with our Development Team, coordinate social events (including annual Operations Black History Month event and seasonal celebratory events)
Qualification
Required
Minimum four years of administrative support experience
Outstanding computer literacy, particularly with all Microsoft Office applications: Word, Excel, and PowerPoint
Friendly and professional demeanor
Outstanding oral and written communication skills
Strong organizational skills, with the ability to multitask with shifting priorities
Excellent follow-through skills and initiative
Ability to be a team player and interface with all levels throughout the organization
Knowledge of office systems and procedures, including the use and troubleshooting of office equipment such as printers, copiers, and fax machines
A high school diploma or equivalent is required, with a preferred undergraduate degree
Benefits
Health insurance through Cigna, including dental and vision, with an option that covers the entire family with minimal employee contribution.
Generous Paid Time Off!
401(k) with Company contribution, even if the employee doesn't contribute.
And More!
Company
HELP USA
HELP USA’s work is to build empowered communities where everyone has a place to call home.
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
$1.1MKey Investors
Foundation for Opioid Response EffortsCiti FoundationFidelis Care
2025-03-27Grant· $0.6M
2024-09-24Grant· $0.5M
2024-07-31Grant
Leadership Team
Dan Lehman
President & CEO
Jeremiah Schofield
Chief Administrative Officer
Recent News
2026-01-06
2025-11-20
2025-07-04
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