Administrative Assistant

Administrative Assistant (LGBTQ+ Facility) - $60,000 About Destination Tomorrow Destination Tomorrow (DT) is a national grassroots LGBTQ+ organization founded in the Bronx, built on the principle that no individual should have to leave their neighborhood for necessary services. DT's mission is to move clients off the path of emergency care to one where they can grow, learn, and flourish by emphasizing economic, social, and mental empowerment through comprehensive educational, financial, and health programs, as well as housing solutions. As an expanding multi-site organization, Destination Tomorrow proudly serves the community across The Bronx, New York City; Atlanta, GA; and Washington, D.C. Position Summary: The Administrative Assistant provides comprehensive administrative, clerical, and operational support to a 150-bed emergency shelter. This position is responsible for maintaining accurate records, supporting shelter operations, assisting residents and visitors, coordinating communication between departments, and ensuring compliance with organizational policies and funding requirements. The Administrative Assistant serves as a professional first point of contact and helps ensure the shelter operates efficiently, safely, and compassionately. Responsibilities Monthly Supplies List: Prepare, maintain, and submit monthly supply lists to ensure the program has the necessary office, program, and household supplies. Staff Payroll Support: Assist with collecting, organizing, and submitting staff timesheets and other payroll-related documentation in accordance with established deadlines and procedures. Meeting Minutes: Attend leadership team meetings, take accurate minutes, document key decisions and action items, and distribute meeting notes to the appropriate individuals. Food Vendor Coordination: Serve as the primary point of contact for placing food orders with the designated food vendor, confirming deliveries, and communicating any changes or concerns. Work Orders and Maintenance Requests: Submit work orders to the building manager and leadership team, maintain a tracking log, and follow up on outstanding maintenance requests until they are addressed. Leadership Team Binders: Create, organize, and maintain binders for the leadership team, ensuring that documents, meeting notes, schedules, and other relevant materials are current and accessible. Filing and Recordkeeping: Maintain organized physical and electronic filing systems for administrative documents, correspondence, reports, and program records while ensuring confidentiality. Data Entry and Documentation: Assist with entering, updating, and maintaining program information, spreadsheets, logs, and other administrative records accurately. Correspondence and Communication: Assist with preparing emails, letters, memos, notices, and other communications on behalf of the program, as directed. Scheduling and Calendar Management: Assist with scheduling meetings, coordinating appointments, maintaining calendars, and communicating schedule changes to relevant staff members. Inventory Management: Monitor office and program supplies, maintain inventory records, and notify the appropriate staff when items need to be replenished. Document Preparation: Prepare, print, copy, scan, and distribute documents, forms, reports, and other materials needed for program operations and leadership meetings. Administrative Support for Staff: Provide general administrative assistance to the Program Director, leadership team, and other designated staff members as needed. Follow-Up on Action Items: Help track outstanding tasks, deadlines, and follow-up items assigned during leadership meetings to support timely completion. Office Organization: Maintain an organized administrative workspace and ensure that shared office materials and resources are properly stored and accessible. Compliance and Confidentiality: Handle sensitive information professionally and maintain confidentiality in accordance with ag…

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