Administrative Assistant

Buddhist Tzu Chi Foundation, Northeast Region  (美國慈濟紐約分會)

Administrative Assistant

Full-Time  |   Flushing, NY  |  $23.00 – $26.00 / hour

Position Title:

Administrative Assistant

Department:

Administrative Office

Reports To:

Executive Administrator / Office Manager; dotted line to Deputy Regional Executive Officer

Supports:

Executive Administrator, Deputy Regional Executive Officer, and Regional Executive Officer

Location:

Flushing, NY — Northeast Region Headquarters; multi-site support as needed

Employment Type:

Full-Time

Compensation:

$23.00 – $26.00 per hour, commensurate with experience

Language Required:

Bilingual — Traditional Chinese and English required

Apply To:

newyork_admin@tzuchi.us

Position Summary

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

2.  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

3.  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

4.  Facilities, IT & Operational Systems

• Evaluate and compare operational platforms and tools; produce summary analyses for leadership

5.  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

6.  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

About Tzu Chi Northeast Region

The Buddhist Tzu Chi Foundation, Northeast Region (美國慈濟紐約分會) is a faith-based nonprofit serving communities across New York, with satellite sites in Brooklyn, Long Island, Manhattan, and Boston. Our four missions — Charity (慈善), Medicine (醫療), Education (教育), and Humanistic Culture (人文) — guide all programs and volunteer activities. We are committed to building an inclusive, compassionate organization that reflects the communities we serve.

To apply or for more information:

newyork_admin@tzuchi.us