NYSACHO Office Assistant

Who We Are The New York State Association of County Health Officials represents and supports local health departments across New York State and works to strengthen public health systems and workforce capacity. We partner with county leaders, state agencies, and community organizations to strengthen public health systems so that every community, whether urban, rural, or suburban, has access to responsive, trusted, and culturally relevant public health services. Our work is rooted in service, collaboration, and accountability to the communities our members serve. We are actively reimagining how public health leadership looks, feels, and functions, so that our staff, partners, and members reflect the diversity, strength, and resilience of New York State. Position Summary The Office Assistant provides administrative, operational, and member support services to the New York State Association of County Health Officials (NYSACHO). This position serves as a key point of contact for local health department members and supports the day-to-day operations of the association by coordinating meetings, maintaining records, supporting organizational compliance requirements, preparing for events, managing office operations, and assisting staff with a variety of projects and administrative functions. The successful candidate will be highly organized, customer-service oriented, detail-focused, and capable of managing multiple priorities in a collaborative nonprofit environment. Duties and Responsibilities Administrative and Executive Support Provide administrative support to the Executive Director and NYSACHO staff. Maintain physical and electronic organizational records, files, and documentation. Support document filing, record retention, and organizational compliance requirements. Maintain and update the NYSACHO Board Binder and related governance materials. Format correspondence, reports, presentations, meeting materials, and letters. Make copies, scan documents, and assist with document management activities. Assist with organizing and maintaining physical and digital filing systems. Take notes during staff meetings and committee meetings as assigned. Track action items resulting from meetings and provide follow-up support to ensure completion. Assist with special projects and administrative tasks as assigned. Member Services and Communications Serve as a primary point of contact for local health departments and NYSACHO members. Maintain member contact information, committee rosters, and distribution lists. Help ensure members receive timely communications related to meetings, committees, and organizational activities. Support committee and workgroup communications and scheduling. Maintain records of committee participation and leadership assignments. Meeting and Calendar Coordination Schedule meetings and appointments for staff, committees, workgroups, board members, and external partners. Coordinate meeting logistics, invitations, agendas, materials, and follow-up communications. Prepare materials and logistics for in-person meetings and events. Maintain the NYSACHO member calendar and ensure it accurately reflects meetings, trainings, conferences, and other organizational activities. Assist with preparing meeting packets, name badges, handouts, and presentation materials. Event and Project Support Assist staff with planning and preparation for conferences, trainings, board meetings, and special events. Coordinate event logistics including materials, registrations, supplies, room setup, and onsite support. Order food, refreshments, and meeting materials for events and meetings. Assist with the shipment of conference materials, supplies, and event resources. Pack and ship items as needed for meetings, conferences, and organizational activities. Provide support for special projects and initiatives as needed. Office Operations and Inventory Management Maintain a professional, organized, and welcoming office environment. Open, sort, and distri…

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