Job Description

Senior Administrative Assistant – Project & Operations Support (Full-Time, Direct-Hire)

Salary : $70,000–$84,000

Location: Bronx, NY 10451

Schedule: Monday–Friday | Full-Time | Hybrid Schedule (TBD)

A faith- and community-based nonprofit organization in the Bronx is seeking a Senior Administrative Assistant – Project & Operations Support to support executive leadership and strengthen program operations across the organization. This role is ideal for an experienced administrative professional who excels in project management workflows, executive support, and high-level communication. Candidates who thrive in fast-paced environments, bring structure and clarity to complex initiatives, and are comfortable managing up to senior leadership will be especially successful here.

About the Role

Reporting to senior leadership, this position provides a blend of high-level administrative support, project coordination, operational oversight, and programmatic assistance. The ideal candidate is proactive, organized, and skilled at anticipating needs, streamlining processes, and keeping leadership aligned with priorities.

Key Responsibilities

Executive Administrative Support

• Manage calendars, scheduling, communications, and meeting preparation for senior leadership.
• Keep leadership aligned with deadlines, deliverables, and strategic priorities (“managing up”).
• Prepare and edit high-level correspondence, reports, and PowerPoint presentations.
• Maintain organized physical and electronic filing systems.

Project Coordination & Workflow Management

• Assist with project planning, milestone tracking, and documentation of progress.
• Prepare agendas, facilitate meetings, take minutes, and ensure follow-through on action items.
• Coordinate cross-departmental communication for initiatives, audits, deliverables, and grant-related tasks.
• Implement or support project management tools and systems to streamline workflows.

Operational Support

• Oversee office operations including supplies, vendor coordination, facilities requests, and event logistics.
• Support staff onboarding by scheduling trainings, preparing materials, and coordinating system access.
• Assist with expense tracking, invoice processing, and monitoring program expenditures.

Programmatic Support

• Serve as a liaison between senior leadership and program teams to maintain communication and workflow.
• Collect, verify, and organize program data and reports for internal or funder purposes.
• Support documentation standards, compliance requirements, and audit readiness.

Qualifications

Required:

• Bachelor’s degree preferred.
• 5+ years of administrative and/or operations experience supporting senior leadership.
• Strong project management skills, including timeline management and cross-functional coordination.
• Experience creating professional-level reports and presentations.
• Exceptional communication, organization, and time-management skills.
• Proficiency with Microsoft Office, Google Workspace, and project management software.
• Ability to handle confidential information with discretion.

Preferred:

• Experience in nonprofit, community-based, or justice-related program settings.
• Familiarity with grants administration, budgeting, or invoicing.
• Ability to recommend workflow improvements and solve operational challenges.

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