Access: Supports for Living · 1 week ago
ADMIN ASSISTANT - CENTRAL ADMINISTRATION
Middletown, NY
Full-time
Onsite
Mid, Senior Level
$19/hr - $19/hr
5+ years expAccess: Supports for Living is a nonprofit organization dedicated to helping individuals live healthy and fulfilling lives. The Administrative Assistant will support executive leadership and facilitate smooth operations in Central Administration, managing schedules, communications, and various administrative tasks.
Health CareManufacturingMedical DeviceNon Profit
Responsibilities
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
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
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
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
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
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
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
Qualification
Required
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
Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Comfort working with document management systems and AI-supported tools
High school diploma required
5–7 years of relevant administrative experience may be substituted for formal education
Preferred
Associate's degree preferred
Benefits
Competitive benefits
Company
Access: Supports for Living
Rewarding Lives. Healthy Communities. Welcome to an agency that is passionate about supporting the families and communities of the Hudson Valley.
Founded in 1998Middletown, New York, USA
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
James DeStefano
President and CEO
Angela Woods, MBA
Chief Administrative Officer
Company data provided by crunchbase