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

EOE