Energy Admin Specialist - Experience in Construction or Energy Required - Confidential - New York

The Administrative Assistant provides reliable, bilingual operational support to the Executive Administrator / Office Manager, Deputy Regional Executive Officer, and Regional Executive Officer of the Northeast Region. This role is the execution backbone of a multi-site, multi-mission nonprofit — handling day-to-day coordination, documentation, communication, and logistics so that leadership can focus on strategy and mission. The ideal candidate is highly organized, bilingual in Traditional Chinese and English, comfortable working across multiple platforms and teams, and aligned with Tzu Chi’s values of compassion, humility, and service. Key Responsibilities 1. Office Administration & Leadership Support Manage day-to-day administrative operations: calendar coordination, correspondence, filing, and digital systems (Google Drive, shared accounts) Maintain organizational directories, officer contact lists, and shared reference materials Coordinate IT setup and maintenance for regional admin email accounts and digital tools Identify and flag branding, publications, or communications issues for leadership review Support production and distribution of organizational materials including org charts, responsibility maps, and publications 1. Human Resources & Workforce Administration Assist with drafting and formatting job descriptions, offer letters, and contractor agreements Manage job postings on hiring platforms (Indeed, LinkedIn, university boards); track spend and process reimbursements Coordinate interview scheduling and candidate communications throughout the hiring process Maintain onboarding and offboarding checklists; manage documentation, file transitions, and access coordination Assist with HR compliance documentation including Workers’ Compensation certificates and governance memos 1. Grant & Program Administration Support Coordinate logistics across program teams — scheduling, supply procurement, reporting, and partner communications Prepare program summary materials and presentations for leadership and external audiences 1. Facilities, IT & Operational Systems Evaluate and compare operational platforms and tools; produce summary analyses for leadership 1. Volunteer, Intern & Community Engagement Support Assist with scheduling and logistics for partner meetings with government agencies, CBOs, and healthcare networks Route partnership opportunities, network updates, and external resources to appropriate staff 1. Bilingual Communications & Organizational Culture Serve as a communications bridge between Mandarin-speaking leadership and English-language partners and programs Coordinate digital communications and marketing initiatives across internal teams Required & Preferred Qualifications Required Qualifications Bilingual proficiency in Traditional Chinese and English — written and verbal; non-negotiable for this role Bachelor’s degree required; degree in nonprofit management, public administration, communications, or a related field preferred 2+ years of administrative, operations, or program coordination experience in a nonprofit, community, or professional setting Proficiency with Google Workspace (Drive, Docs, Sheets, Gmail, Calendar) and common productivity tools Strong written communication skills in both languages — able to draft clear, professional correspondence independently Highly organized with demonstrated ability to manage multiple concurrent tasks and deadlines Alignment with Tzu Chi’s values of compassion, humility, and service Preferred Qualifications Experience with nonprofit HR processes, grant administration, or program coordination Awareness of AI concepts and tools (e.g., ChatGPT, Claude, Gemini); genuine willingness to learn and apply emerging technologies to administrative and program workflows Knowledge of Tzu Chi organizational structure, mission, and volunteer culture Experience working across generational, cultural, and language lines in a community setting Working Conditions & Expectations Primary work location: Flushing, NY — Northeast Region Headquarters May require occasional evening or weekend availability for organizational events, trainings, or programs Works within a values-driven, multilingual organizational culture — patience, adaptability, and cultural sensitivity are essential Reports directly to the Executive Administrator / Office Manager and Deputy Regional Executive Officer; supports the Regional Executive Officer; works in close coordination with program, finance, HR, and volunteer teams Pay: $23.00 - $26.00 per hour Education: Bachelor's (Preferred) Language: Mandarin (Required) Ability to Commute: Flushing, NY 11354 (Preferred) Work Location: In person

The Administrative Assistant provides reliable, bilingual operational support to the Executive Administrator / Office Manager, Deputy Regional Executive Officer, and Regional Executive Officer of the Northeast Region. This role is the execution backbone of a multi-site, multi-mission nonprofit — handling day-to-day coordination, documentation, communication, and logistics so that leadership can focus on strategy and mission. The ideal candidate is highly organized, bilingual in Traditional Chinese and English, comfortable working across multiple platforms and teams, and aligned with Tzu Chi’s values of compassion, humility, and service. Key Responsibilities 1. Office Administration & Leadership Support Manage day-to-day administrative operations: calendar coordination, correspondence, filing, and digital systems (Google Drive, shared accounts) Maintain organizational directories, officer contact lists, and shared reference materials Coordinate IT setup and maintenance for regional admin email accounts and digital tools Identify and flag branding, publications, or communications issues for leadership review Support production and distribution of organizational materials including org charts, responsibility maps, and publications 1. Human Resources & Workforce Administration Assist with drafting and formatting job descriptions, offer letters, and contractor agreements Manage job postings on hiring platforms (Indeed, LinkedIn, university boards); track spend and process reimbursements Coordinate interview scheduling and candidate communications throughout the hiring process Maintain onboarding and offboarding checklists; manage documentation, file transitions, and access coordination Assist with HR compliance documentation including Workers’ Compensation certificates and governance memos 1. Grant & Program Administration Support Coordinate logistics across program teams — scheduling, supply procurement, reporting, and partner communications Prepare program summary materials and presentations for leadership and external audiences 1. Facilities, IT & Operational Systems Evaluate and compare operational platforms and tools; produce summary analyses for leadership 1. Volunteer, Intern & Community Engagement Support Assist with scheduling and logistics for partner meetings with government agencies, CBOs, and healthcare networks Route partnership opportunities, network updates, and external resources to appropriate staff 1. Bilingual Communications & Organizational Culture Serve as a communications bridge between Mandarin-speaking leadership and English-language partners and programs Coordinate digital communications and marketing initiatives across internal teams Required & Preferred Qualifications Required Qualifications Bilingual proficiency in Traditional Chinese and English — written and verbal; non-negotiable for this role Bachelor’s degree required; degree in nonprofit management, public administration, communications, or a related field preferred 2+ years of administrative, operations, or program coordination experience in a nonprofit, community, or professional setting Proficiency with Google Workspace (Drive, Docs, Sheets, Gmail, Calendar) and common productivity tools Strong written communication skills in both languages — able to draft clear, professional correspondence independently Highly organized with demonstrated ability to manage multiple concurrent tasks and deadlines Alignment with Tzu Chi’s values of compassion, humility, and service Preferred Qualifications Experience with nonprofit HR processes, grant administration, or program coordination Awareness of AI concepts and tools (e.g., ChatGPT, Claude, Gemini); genuine willingness to learn and apply emerging technologies to administrative and program workflows Knowledge of Tzu Chi organizational structure, mission, and volunteer culture Experience working across generational, cultural, and language lines in a community setting Working Conditions & Expectations Primary work location: Flushing, NY — Northeast Region Headquarters May require occasional evening or weekend availability for organizational events, trainings, or programs Works within a values-driven, multilingual organizational culture — patience, adaptability, and cultural sensitivity are essential Reports directly to the Executive Administrator / Office Manager and Deputy Regional Executive Officer; supports the Regional Executive Officer; works in close coordination with program, finance, HR, and volunteer teams Pay: $23.00 - $26.00 per hour Education: Bachelor's (Preferred) Language: Mandarin (Required) Ability to Commute: Flushing, NY 11354 (Preferred) Work Location: In person

NO RECRUITERS, DO NO APPLY IF YOU DO NOT HAVE EXPERIENCE IN THE CONSTRUCTION INDUSTRY OR BOOKKEEPING. This is a full-time, on-site role located in Queens County, NY, for a Project Administrative Assistant. The role involves providing administrative support to project managers and team members, managing schedules, maintaining records, and ensuring efficient communication. Responsibilities include handling phone inquiries, maintaining project files, assisting in organizing meetings, and managing clerical tasks to ensure the smooth operation of the office and project processes Manage daily office operations, including front desk responsibilities and multi-line phone systems, ensuring a professional and welcoming environment Oversee schedule management for staff calendars, appointments, meetings, and events to optimize productivity. Strong knowledge of construction accounting cost-codes. Coordinate vendor management activities such as procurement, vendor compliance, cost coding vendor invoicing, and maintaining supplier relationships Handle bookkeeping tasks using Jonas Premier, Procore, tracking expenses, processing invoices, and reconciling multiple bank and credit card accounts. Assist with payroll processing by collecting timesheets and ensuring accurate data entry for employee compensation, knowledge of DFR's, reviewing timecards for accuracy using Connecteam Time Tracking management platform Organize filing systems—both digital and paper—to ensure easy access to documents and records related to medical office management or general administrative needs Requirements Stable work history and experience in project administration roles with strong clerical skills, preferably in a construction Hands-on experience with bookkeeping software such as Jonas Premier or comparable platforms Demonstrated ability to work independently and strong experience with construction teams Excellent communication skills—professional phone etiquette and clear interpersonal interactions are essential Strong organizational skills with the ability to multitask efficiently in a fast-paced environment Familiarity with vendor management practices and budgeting principles Your expertise will empower our team to excel while ensuring our office runs seamlessly every day. Background and references checks needed. Pay: $75,000 - $85,000 per year Depending on Experience and Education Benefits: 401(k) Dental insurance Health insurance Paid time off Vision insurance

CEO looking for an office & personal assistant to help with office tasks and marketing. Willing to train the right fit

We are seeking a dynamic and organized Parish Administrator to serve as the vital hub of our community’s spiritual and operational activities. This role offers an exciting opportunity to manage day-to-day office functions, coordinate events, and support the overall mission of the parish. The ideal candidate will bring enthusiasm, strong organizational skills, and a proactive approach to ensure smooth operations and foster a welcoming environment for parishioners and visitors alike. This paid position is essential in maintaining an efficient, friendly, and well-managed church office that reflects our community’s values. Responsibilities Oversee administrative operations, including managing calendars, scheduling meetings, and coordinating parish events. Prepare weekly worship bulletins. Handle communication with parishioners, vendors, and community partners through phone calls, emails, and in-person interactions with professionalism and warmth. Manage financial tasks such as bookkeeping, using QuickBooks or similar software, and maintaining accurate financial records. Coordinate vendor management for supplies, maintenance services, and event needs to ensure timely delivery and quality standards are met. Maintain organized filing systems for parish records, including confidential human resources documents, event documentation, and correspondence. Manage office supplies inventory and oversee general office management duties to keep the workspace efficient and well-equipped. Requirements Proven experience in office administration or related roles within a religious or community organization is highly preferred. Strong organizational skills with the ability to manage multiple schedules simultaneously while prioritizing tasks effectively. Excellent communication skills—both verbal and written—to interact confidently with diverse groups of people. Proficiency in QuickBooks for bookkeeping ; familiarity with office software such as Microsoft Office Suite is essential. Bilingual speaking/ writing - English and Mandarin Ability to handle sensitive information discreetly while maintaining professionalism at all times. Join us as our Parish Administrator to play a key role in nurturing our vibrant community through effective administration, warm hospitality, and dedicated service! Job Type: Part-time Pay: $18.00 - $22.00 per hour Work Location: In person

About the Vilcek Foundation What We Do The Vilcek Foundation raises awareness of immigrant contributions in the United States and fosters appreciation of the arts and sciences. Who We Are The Vilcek Foundation was established in 2000 to amplify the diverse ways immigrants and cultural leaders enrich artistic and scientific communities in the United States. Since its formation, the foundation has awarded over $17 million in prizes and grants to foreign-born individuals and like-minded organizations committed to progressing our society. Responsibilities The Executive Assistant will provide high-level administrative support to the Vilcek Foundation President. Administrative Support for the President • Provide high-level administrative support to Vilcek Foundation President by managing complex schedules, meetings, files, and records., • Proactively manage and maintain contacts, take and respond to phone messages, and read and respond to email as needed., • Maintain confidential and mission-critical records and files, including founding documents, accounting, and fiscal records., • Schedule and confirm high-priority meetings, appointments, and travel for senior management., • Prepare executive-level presentations and printed materials, and conduct research to prepare for meetings with Vilcek Foundation affiliates., • Plan and manage regularly scheduled staff meeting agendas., • Coordinate travel, including schedules, itineraries, and accommodations for Vilcek Foundation executive staff., • Assist with drafting formal correspondence and copyediting as needed., • Assist with board meetings, including presentations, agendas, fiscal reporting, and meeting minutes. General Administrative, Programmatic, and Facility Support: • Provide administrative support for all Foundation initiatives, including art collections, prizes, exhibitions, grants, and events., • Maintain a neat and orderly third-floor supply room and fourth-floor supply closet weekly. Inform the Registrar and Manager of Collections, Exhibitions, and Facilities when a reorder of office supplies, stamps/postage, and other office materials is needed., • Assist with writing, research, correspondence, purchasing, facilities management, and facilities upkeep as required., • Assist with facility vendor oversight as directed by the Registrar and Manager of Collections, Exhibitions, and Facilities., • Manage and maintain database and contact systems, with responsibility for high-level individual and organizational records, and preparation of strategic mailing, invitation, and guest lists., • Maintain expense and budget reports., • Coordinate and help oversee distribution of executive campaign materials, including press releases, letters, catalogues, cards, and other campaigns., • Provide support for Foundation events as needed. Other General Requirements: • All staff members are expected to provide general support to the President as needed., • All staff members are expected to help greet visitors as needed., • All staff members are expected to ensure that all correspondence sent from the Foundation is handled in a professional and accurate manner., • All staff members are expected to perform additional duties as assigned., • Maintaining a convivial atmosphere and cooperative spirit at the workplace is highly desirable., • All staff members are expected to maintain up-to-date contact and organizational records in Salesforce. Physical Requirements This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with staff, access files, and restock office equipment as needed. The Vilcek Foundation is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the foundation will ensure that persons with disabilities are provided reasonable accommodations. Skills and Requirements • Bachelor’s degree (completed or in progress) in a related field, or four years of relevant experience., • Authorization to work in the United States., • Availability to work on-site, Monday–Friday, 8:00 a.m. – 4:00 p.m., • A minimum of five years of experience supporting an Executive Director, CEO, President, or other senior executive, with 6-7 Years preferred., • Excellent oral and written communication skills., • Outstanding organizational skills and attention to detail., • Strong project management experience., • Ability to work effectively with a variety of personalities and situations, including managing challenging or sensitive interactions with professionalism and tact., • Superior interpersonal skills, a courteous and professional manner, and comfort interfacing with the public., • Demonstrated self-motivation, comfort with ambiguity, and competence to work with limited direction., • Flexibility and willingness to work beyond working hours for events, or otherwise required., • Detailed knowledge of computers and facilities with applications such as Mac computers, iPhones and iPads, Google Calendar, Google Workspace (Docs, Sheets, Slides), Dropbox, Microsoft 365 (Outlook, Word, Excel), Salesforce, Internet navigation/search functions, and calendar and database programs is essential., • Enthusiasm for the Vilcek Foundation’s mission., • Willingness to adapt to evolving responsibilities. The Vilcek Foundation reserves the right to change job descriptions. While this job description is intended to include essential duties, it is conceivable that job duties may change before the job description is officially revised. Our Benefits • Employer-paid health insurance, • Dental & Vision Reimbursement Plan, • Flexible Spending Account, • Tuition & Student Loan Reimbursement, • 401k and Employer Match, • Generous Vacation, • Free lunch on Friday, • Life Insurance, • Paid Holidays, • Professional Development