Administrative Assistant

About the job

Be the steady support families rely on—and the structure that keeps everything running.

We’re looking for a highly organized Administrative Assistant to support a New York–based brokerage that helps families navigate self-directed services. This role is the backbone of the operation—handling paperwork, scheduling, compliance, and coordination so families feel supported and internal systems stay on track.

If you’re detail-oriented, dependable, and compassionate—and you take pride in keeping things accurate, organized, and moving forward—this role was built for you.

What You’ll Do

Support Families with Confidence and Care

Assist families throughout the self-directed services process by providing updates, guidance on next steps, and dependable administrative support.
Coordinate communication between families, staff, and external partners to keep everyone aligned.
Own the Back-End Operations

Handle brokerage administrative work, including preparing, processing, tracking, and organizing paperwork.
Ensure all documentation is complete, accurate, compliant, and aligned with state requirements.
Update internal portals, systems, and digital records so information is always current and reliable.
Keep Schedules and Deadlines on Track

Manage calendars, schedule appointments and meetings, and track key deadlines.
Maintain and update staff action plans to reflect case progress and outstanding tasks.
Support Billing and Internal Needs

Assist with billing and reimbursement processes by tracking documentation and following up as needed.
Provide light support for marketing-related tasks, such as updating materials or portals, when required.

What You Bring

Previous experience in an administrative assistant, operations, or office support role.
Strong organizational skills and exceptional attention to detail.
Experience handling paperwork, forms, and compliance-driven documentation.
Confidence managing calendars, scheduling, and multiple deadlines at once.
Proficiency with Excel, Google Sheets, and online portals or systems.
Clear written and verbal communication skills.
Ability to juggle multiple tasks while maintaining accuracy and follow-through.

Why This Role Matters

Behind every successful family experience is someone making sure the details are handled correctly. Your work ensures paperwork is accurate, schedules are clear, and families feel supported—not overwhelmed.

If you’re someone who brings calm to complexity, cares deeply about doing things right, and enjoys being the person others can rely on, we’d love to meet you.

Administrative Assistant