Manhattan, New York

Administrative Assistant

Xavier Mission -- Manhattan, New York

1 or 2 year term
Ages 20+
Mennonite Voluntary Service




Xavier Mission is a community outreach organization that welcomes those who are economically disadvantaged into a supportive community. We serve our guests with dignity, empower them to achieve self-sufficiency, and advocate for social justice.

Xavier Mission was established in 1983 by parishioners of the Church of St. Francis Xavier. In 2012, Xavier Mission made the transition from a church-based outreach program to a 501(c)(3) not-for-profit organization.

In 2018, our programs provided more than 128,000 meals, and services to an additional 7,500 people, and include:

The Welcome Table, providing hot meals each Sunday, when most other soup kitchens in the City are closed. In 2018, we served 78,500 meals. Additional services provided include free chiropractic services, voter registration drives, free health screenings, school tax credit application assistance, benefit information and referrals, document retrieval (assistance in obtaining copies of birth, marriage and death certificates as well as driver's licenses and State IDs), Medicaid/Medicare information and applications, and flu shots.

The Food Pantry, offering both a monthly customer-choice pantry and emergency provisions to families in need. In 2018, we distributed groceries to 1,145 unique individuals for a total of 47,000 meals. Additional services provided include benefit information and referrals, school tax credit applications, Medicaid/Medicare information and applications, and Safelink applications.

The Coughlin Shelter, open 7 nights a week, year-round, for 12 men. We provided 3,800 beds in 2018.

The All Saints Clothing Room, providing clean clothing for homeless individuals, as well as professional clothing for those looking for work. The Clothing Room served 1,122 individuals in 2018.

The Financial Assistance Program, providing payment of rent arrears and other necessary services to New Yorkers experiencing hardship. In 2018 we assisted 51 families with approximately $41,000 in rental assistance to avoid eviction. We provided 227 individuals with additional assistance for utilities, transportation, and immigration expenses. 

The Life Skills Empowerment Program (LSEP), providing life-skills training, mentoring, a trauma-informed support group and storytelling, and support services to homeless individuals, homeless veterans, and returning citizens at two (soon to be three) sites. A fourth program was incubated and successfully spun off to be operated by another organization.

In addition to these six core programs we offer several additional projects. In November we have a special Thanksgiving celebration, which includes a congregate meal for senior citizens, meal delivery to homebound individuals around Manhattan, and the distribution of holiday food baskets and turkeys to our food pantry families. In December we run the Giving Tree clothing drive, collecting brand new warm winter clothing items for the guests of our clothing room. For our Fresh Food Project in the spring/summer, we partner with the West Village CSA to distribute fresh produce to the guests of our food pantry and to use leftover produce from the CSA in our soup kitchen.


The Administrative Assistant is responsible for the day-to-day office tasks, including data entry, donor stewardship, general communications, program assistance, reporting, and other tasks as needed.  The Administrative Assistant is a full-time position and reports to the Executive Director.


Data Entry

  • Record statistics from Welcome Table, Food Pantries, and Shelter
  • Record donations

Donor Stewardship

  • Produce acknowledgement letters to donors
  • Assist with mailings for campaigns and other donor outreach efforts


  • Produce e-newsletters to volunteers
  • Coordinate with ED and web designer to update website
  • Update program brochures

Program Assistance

  • Prepare supplies and paperwork for Welcome Table, Food Pantry, and Shelter
  • Assist with grant mailings
  • Field calls and gather initial information for Financial Assistance Applications


  • Submit monthly statistics to citywide database
  • Assist with preparation of grant reports


  • Answer and direct phone calls
  • Manage general information email account and respond to or direct emails as necessary
  • Assist Program Directors with special projects as needed
  • Assist with special events as needed


The Administrative Assistant is welcomed and encouraged to spend time in the Xavier Mission programs, specifically the Welcome Table, Food Pantry and/or Shelter, in order to familiarize themselves with the programs for which they will be providing assistance and to experience direct service with those whom we serve. 



Proficient with Microsoft Word and Excel, diligent, self-starter, positive attitude, willingness to learn, attention to detail.

Not required, but helpful: Bilingual in Spanish/Mandarin/Cantonese, experience with Adobe Illustrator and/or Photoshop, experience with Salesforce CRM.

Essential Physical Demands

The person in this position:

  • Must be able to frequently remain in a stationary position.
  • Occasionally moves about inside the office to access file cabinets, office machinery, other offices, etc.
  • Constantly operates a computer and other office productivity machinery such as a calculator, copy machine and computer printer.
  • Occasionally travels around New York City to attend meetings, conferences and other organizational events.
  • Frequently communicates with staff, donors, volunteers, and clients and must be able to exchange accurate information in these interactions.

 Program info



Mennonite Voluntary ServiceMennonite Voluntary Service<p>​<strong class="ms-rteFontSize-4">Serve in community</strong><br></p><p>Join an intentional community with peers, serve with a local nonprofit, and plug into your neighborhood and local congregation</p><p>MVS <span><span>is a program of Mennonite Mission Network.</span></span><br> </p>

 Program site Voluntary Service, Voluntary Service Voluntary Service, Voluntary Service



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Constituent ID: 539771