Administrative Assistant to the CEO at Independent Living Inc

City of Newburgh, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

20 Jan, 26

Salary

26.0

Posted On

22 Oct, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Calendar Management, Meeting Logistics, Minute Taking, Governance Documents, Communication Skills, Microsoft Office Suite, Organizational Skills, Problem Solving, Confidentiality, Team Collaboration, Attention to Detail, Punctuality, Contract Management, Grant Preparation, Event Coordination

Industry

Government Administration

Description

Description Administrative Assistant to the Chief Executive Officer Newburgh, NY Reports to: Chief Executive Officer (CEO) Schedule: Monday - Friday 9a – 5p with flexibility based on the needs of the agency Pay Rate: $23.50/hr - $26.00/hr Benefits: 401(k) Health insurance Dental insurance Vision insurance Life insurance Flexible Spending Account (FSA) Paid time off Paid holidays from the first day of employment Paid lunch break Why Work with Us? Since 1987, Independent Living Inc. (ILI) has been increasing access, encouraging self-determination, and advocating for the rights of people with disabilities in the Hudson Valley, of New York. Following the traditional independent living center (ILC) model, the majority of ILI’s board and staff are individuals with disabilities and community members’ lives are enriched by having services provided from a peer, life-experience perspective. When you work with us, you're helping to make a real difference in people’s lives. If you are a dedicated professional with a strong administrative background and a commitment to excellence, punctuality, and service, we welcome your application to join our mission-driven organization. We’re committed to inclusion, equity, and building a team as diverse as the people we serve. Your Experience Matters Are you someone who enjoys supporting the mission and operational success of an organization? As the Administrative Assistant to the Chief Executive Officer (CEO), you’ll do just that! This role directly supports the CEO and collaborates with internal leadership, external stakeholders, and the Board of Directors. This position demands an outgoing professional with proven experience managing board meeting logistics and governance documents, as well as a high level of discretion, organization, and initiative. This position operates in a fast-paced professional office environment with frequent deadlines and changing priorities where punctuality and consistent attendance are essential to effectively support time-sensitive executive and high-level administrative functions. Occasional early morning or evening hours may be required when supporting board or community meetings. What You’ll Do Provide dedicated administrative support to the CEO across all organizational functions, including projects, contracts, reports, and internal communications. Provides cross-functional support as requested. Manage and maintain the CEO’s calendar, including scheduling meetings and appointments with internal teams and external partners. Attend and participate in key meetings; take accurate, detailed minutes, document agreements and track follow-up actions. Represent ILI/IHC at meetings and events on behalf of the CEO when requested. Coordinate logistics for all Board of Directors and committee meetings, including scheduling, agenda preparation, minute-taking, and distribution of materials. Maintain, organize and distribute accurate and up-to-date governance documents and Board records in accordance with compliance and organizational standards. Maintain an organized system for tracking contracts (both digital and physical copies). Track and process the CEO’s expenses, including managing receipts, and ensure timely submission. Act as a liaison between the CEO and external contacts, maintaining professionalism, confidentiality and accurate communication. Secure necessary documentation for contracts, including liability and Workers’ Compensation certificates. Assist with new contract execution and credentialing renewals. Support the preparation and submission of grants and proposals. Coordinate communication and procedures related to inclement weather closings. Provide administrative guidance to managers and staff in the CEO’s absence or at their direction. Perform additional administrative duties and attend training sessions as required by the position or needs of the agency. Requirements This Role Could Be a Great Fit If You Have A high school diploma or equivalent required. A minimum of 5 years of administrative support experience required. Knowledge of disability-related services a plus. Direct experience supporting board meetings and managing governance documents is required. Excellent verbal and written communication skills; professional demeanor with all levels of staff and external stakeholders. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); ability to create presentations, spreadsheets, and reports. Exceptional organizational skills with keen attention to detail and the ability to manage competing priorities. Strong analytical and problem-solving abilities. Punctuality and consistent attendance are critical to the success of this position. Ability to work collaboratively or as part of a team while always handling sensitive information with discretion and confidentiality. It Would Be a Plus if You Also Have Any of the Following A college degree. At least 1 year in a non-profit or human services setting. Strong skills in document formatting and presentation design. Knowledge of American Sign Language (ASL) or are bilingual in English/Spanish. If you see yourself in this role, even if you’re not sure you meet every requirement, we encourage you to apply. Independent Living, Inc. offers full-time employees excellent medical, dental and vision benefits, company matched 401(k), paid holidays, generous paid time off, and competitive wages. To apply, visit us at https://www.myindependentliving.org/careers/ We strongly encourage individuals with disabilities and those with diverse backgrounds to apply. ILI is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to a person's race, religion, creed, color, sex, gender identity or expression, age, national origin, disability status, sexual orientation, marital or familial status, pregnancy, reproductive health decisions, military status, veteran status, predisposing genetic characteristics or carrier status, domestic violence victim status, citizenship or immigration status. arrest or conviction record or any other status protected by federal or state law.

Responsibilities

Provide dedicated administrative support to the CEO across all organizational functions, including managing the CEO’s calendar and coordinating board meetings. Act as a liaison between the CEO and external contacts while maintaining professionalism and confidentiality.