Administrative Assistant

Position: Administrative Assistant 

Location: On-site 

Job Type: Full-time 

Salary Range: $45,000-$50,000 

Reports to: Executive Director

About Us: The Long Island Coalition for the Homeless (LICH) is dedicated to addressing homelessness on Long Island by collaborating with non-profits, government agencies, and community partners. As a leading advocate and service provider, we work to support individuals and families experiencing homelessness through a range of programs and initiatives. Our efforts include direct assistance, outreach, resource distribution, and emergency support. Additionally, we focus on advocacy and systemic change to expand access to vital services and housing solutions, striving to make homelessness rare, brief, and nonrecurring. For more information about us please visit our website at www.addressthehomeless.org. 

Position Summary: The Administrative Assistant provides cross-functional support to the Executive Director, Human Resources and Accounting. This position plays a key role in ensuring day-to-day operations are organized, efficient, and well-documented. The Administrative Assistant works behind the scenes to support internal systems, streamline communication, and help staff stay organized across departments and programs. 

Key Responsibilities include the following. Other tasks may be assigned: 

Administrative Support 

• Coordinate scheduling and managing calendars for the Executive Director 

• Organize administrative meetings, prepare agendas and materials, take and distribute minutes, and track follow-up tasks 

• Draft, edit, and format internal communications, letters, emails, and other documents 

• Support maintenance of organized digital and physical filing systems across multiple departments 

• Support the planning and logistics of agency-wide meetings, trainings, and internal events 

• Help manage shared templates, calendars, and resource folders across departments 

• Communicate effectively in writing and in person to support smooth internal coordination 

• Help identify organizational needs or inefficiencies and propose process improvements 

• Perform other administrative duties assigned to support Human Resources, Accounting, and Executive functions 

• Maintain Board lists/contact information, and manage board documents 

• Sorting and distributing mail 

Human Resources Support 

• Schedule candidate interviews and coordinate availability with hiring managers 

• Conduct reference checks and assist with onboarding and offboarding documentation and tasks 

• Maintain confidential personnel files and ensure staff contact lists are up to date 

• Track mandatory trainings, certifications, policy acknowledgments, Paid Time Off (PTO) accruals 

Accounting & Documentation 

• Assist with verification of vouchers and organization of related documentation for review 

• Support basic billing, invoice tracking, and reimbursement filing 

• Maintain accurate records for contracts, financial files, and vendor documents 

• Logging checks and distributing copies of the checks

Qualifications & Experience: The ideal candidate will have strong organizational and time management skills, with the ability to manage multiple tasks and shift priorities. Proficiency in Microsoft Office Suite—particularly Outlook, Excel, and Word—is essential. Excellent written and verbal communication skills are required, along with the ability to maintain confidentiality and exercise discretion, especially when supporting Human Resources and executive leadership. Candidates should be familiar with calendar coordination, administrative workflows, and working across multiple teams. The ability to work both independently and collaboratively is important. Prior experience in an administrative, HR, or nonprofit operations role is preferred. 

Work Environment & Requirements: This is a fully on-site position based in our Amityville office. The role is collaborative and involves regular interaction with internal staff across various departments. It requires consistent computer use, the ability to manage multiple responsibilities, and strong attention to detail. A professional, proactive, and dependable demeanor is essential. How to Apply: External candidates can apply by searching Long Island Coalition for the Homeless on Indeed.com and submitting an application through the platform. Internal candidates should email their resume and a brief cover letter to both Human Resources and the Executive Director for consideration. Applications will be reviewed on a rolling basis until the position is filled.