About this opportunity
Gersh Autism lists this Administrative Assistant (Facilities & Real Estate) opportunity in huntington, New York. Review the employer’s description below for duties, qualifications and application requirements.
Job description
Administrative Assistant For Facilities & Real EstateFor over 30 years, Gersh Autism has empowered students on the autism spectrum to reach their full potential. Serving individuals aged 5-21 across the U.S. and Puerto Rico, our network of K-12 schools provides personalized education tailored to each student's unique learning style. We offer comprehensive therapeutic services—speech, physical, occupational therapy, and more—along with vocational training for older students. Our dedicated team collaborates with families to ensure academic, social, and emotional growth, preparing students for success beyond the classroom. At Gersh Autism, we are committed to helping individuals on the autism spectrum lead fulfilling, independent lives.The Gersh Organization is dedicated to transforming the lives of children on the autism spectrum through exceptional educational and support services. With a growing national footprint, the Facilities & Real Estate department plays a critical role in ensuring all environments are safe, consistent, and operationally aligned with the organization's mission.The Administrative Assistant serves as a strategic partner to the VP of Facilities & Real Estate, responsible for driving operational efficiency, strengthening communication across all locations, and ensuring consistency in execution, documentation, and facilities standards.This role is instrumental in building infrastructure across the department—including SOP implementation, onboarding, file management, project coordination, and cross-functional communication—while supporting the successful expansion and ongoing performance of all locations.Key ResponsibilitiesOperational Infrastructure + File ManagementLead the reorganization and ongoing maintenance of all departmental files and Teams environments, ensuring accessibility, consistency, and accuracyMaintain centralized file management systems, including uploading and organizing leases, contracts, and departmental documentationSupport the VP in record keeping for all new and existing leases, ensuring documentation is current and properly trackedSOP Communication, Compliance + DocumentationLead the distribution and communication of departmental SOPs across all locationsEnsure all sites are aligned with SOP expectations and monitor compliance through consistent communication and follow-upMaintain accurate record keeping of SOP implementation and adherenceSupport the ongoing refinement and clarity of SOP documentationOnboarding + Departmental Training SupportOversee the creation, organization, and maintenance of onboarding materials and documentation for all new facilities team membersEnsure new hires are equipped with the tools, processes, and information needed to succeed within the departmentSupport consistency in onboarding practices across all locationsNew Location Openings + Ongoing SupportSupport all phases of new location openings, including coordination, communication, and operational readinessAssist in maintaining floorplan integrity across all sites to ensure alignment with programmatic and operational standardsProvide onsite support for new locations post-opening as needed, ensuring smooth transition into operationsSupport communication and coordination with internal teams and external partners related to openingsProject Coordination + VP SupportAssist the VP in tracking and following up on bids and active projects to ensure progress and accountabilitySupport communication of project updates, timelines, and expectations across all locationsCoordinate and prepare materials for departmental initiatives and ongoing projectsFacilities Standards, Inspections & CoordinationSupport internal facilities inspections and site reviews to ensure all locations meet company standardsAssist in coordinating communication and follow-up related to inspections, certifications, and facility requirementsSupport coordination and communication with external vendors related to new locations and facility needsInsurance & Data CoordinationManage ongoing communication with insurance providers, ensuring all required updates, documentation, and information are submitted throughout the yearSupport data collection and organization for insurance renewals and reportingDepartment Communication & CoordinationCreate and distribute a departmental newsletter to ensure alignment, visibility, and communication across locationsCoordinate and manage bi-weekly departmental meetings, including scheduling, agenda preparation, and follow-up.Serve as a central point of communication across the department to ensure clarity and consistencyCommunication + Cross-Functional CoordinationServe as a liaison between Facilities, Procurement, and internal departments to ensure alignment and efficiencySupport communication across locations regarding projects, expectations, and operational updatesAssist in coordinating departmental initiatives, meetings, and follow-upsAdministrative & Team SupportSupport staff time-off tracking and communication, ensuring coverage and visibility across the teamProvide administrative and organizational support to ensure smooth day-to-day departmental operationsMaintain a high level of organization, follow-through, and responsiveness across all responsibilitiesQualifications3–5+ years of experience in facilities operations, administrative management, or operations support rolesStrong experience in process development, SOP communication, and organizational systemsExceptional organizational and project management skills with the ability to manage multiple priorities across locationsProficiency in Microsoft Office (Excel, Word, Outlook), Teams, and project management tools (e.g., Asana)Strong communication and coordination skills across internal teams and external partnersDetail-oriented with strong follow-through and accountabilityProactive, solution-oriented mindsetValid driver's license and willingness to travel as neededPhysical RequirementsMust be able to keep students safe from themselves and others and, in some cases, may need to implement CPI (therapeutic holds) procedures.Must be able to remove oneself from potentially harmful situations and, in some cases, be able to lift a child.Ability to stand, walk, bend, kneel, and move throughout the workdayAbility to lift (at least 50-65 pounds), assist, and/or physically support students, which may include lifting or guiding students of varying sizesAbility to physically intervene when required to ensure safety (per CPI training)Ability to remove oneself and/or others from unsafe situations quicklyAbility to maintain attention and focus in a dynamic, high-stimulation environmentAbility to multi-task and shift priorities quicklyAbility to exercise sound judgment and decision-making, particularly in high-pressure or safety-sensitive situationsAbility to work effectively as part of a team and maintain professional relationshipsAbility to perform duties under stress, including during behavioral escalationsBenefits for Full-Time EmployeesGersh Autism offers a competitive compensation package, including comprehensive health and retirement benefits, professional development opportunities, and a supportive work environment committed to your personal and professional growth.Health Care Plan (Medical, Dental & Vision)Retirement Plan (401k matching)Life Insurance (Basic, Voluntary & AD&D)Family Leave (Maternity, Paternity)Short-Term & Long-Term DisabilityTraining & Development
Worksite address
huntington, NY, 11743, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.