Administrative & Operations Associate

Summary of the Position:

Chhaya seeks a diligent and dedicated full-time Administrative & Operations Associate who will hold a key role in the organization assisting with client intake and supporting the Operations team. The Associate is a strong and detailed communicator that builds and maintains effective systems and processes to manage client expectations, queries, and staff engagement; and support administrative duties such as calendar management and scheduling, meeting prep and follow-up, note taking in key meetings, etc. Chhaya's offices are in Jackson Heights and Richmond Hill.

This position will report to the Associate Director of Operations.

Key Responsibilities:

• Responsible for answering, screening, and directing all phone calls and general inquiry emails and social media messages received by Chhaya
• Manages the phone system including the phone shift and the call log
• Responsible for key administrative tasks including the signing of documents, scheduling and prepping for meetings, booking travel/conference registrations, ensuring payment for events, and other administrative tasks as required
• Responsible for supporting the operations team with the maintenance of Chhaya’s offices including supporting vendor management, purchasing, invoicing, distributing mail, and overall support with events and meetings
• Ensure equipment, phones, internet, printers and other technology are functioning;

As a member of the Chhaya staff, additional responsibilities may be added related to special events, critical initiatives, and other special cases that require full staff participation (some evenings and weekends). Further, as a Chhaya team-member, it is every employee’s responsibility to help further the organization’s mission by building a work-culture centered around ownership, accountability, fairness, inclusiveness, and fun.

Qualifications:

• Must be authorized to work in the United States
• One or more years of experience in an administrative and/or executive assistant role
• Familiarity with Jackson Heights and the South Asian communities in the neighborhood
• Experience working with populations with limited English and/or computer proficiency, preferred
• Commitment to engaging diverse constituents in low- and moderate-income communities
• Ability to coordinate and manage multiple tasks and projects simultaneously, and provide timely and clear updates to supervisors
• Experience with GSuite, microsoft office suite, social media management, preferred
• Ability to work in an organized, efficient manner with a high level of accuracy, attention to detail, and follow-through
• Ability to complete tasks and project with tight deadlines
• An ability to be flexible and willingness to wear “multiple hats” if and when needed
• Flexible schedule with the ability to work some weekends and evenings, if needed
• Strong personal commitment and passion for Housing, Economic, and Social Justice
• Fluent in English and Bangla, Nepali, Hindi, Urdu, Tibetan or another South Asian language, preferred
• Sense of humor – a plus

Pay Range: $45,000 - $55,000, Annual Salary

To Apply: Please send a cover letter, resume, two professional references (in PDF format) to careers@chhayacdc.org with the subject line “Administrative & Executive Assistant – Application”.

Applications will be accepted until April 31, 2025. Only applicants under consideration will be contacted. No phone calls please.

Chhaya CDC is an equal opportunity organization that celebrates and embraces diversity. Chhaya does not discriminate on the basis of caste, race, religion, color, sex, gender identity, sexual orientation, age, or any other identities covered by appropriate law. All employment is decided on the basis of qualifications, merit, and organizational need.