Administrative Assistant, Crohn's Disease

Helmsley•New York, NY

32d•Hybrid

About The Position

The Administrative Assistant will work with a very active Crohn’s Disease (CD) Program team. Responsibilities include managing calendars, making travel arrangements, completing expense reports, and coordinating event logistics.

Requirements

Minimum 3 years as an Administrative Assistant
Attention to detail and strong work ethic is critical
Must have excellent interpersonal, communication, and organizational skills
Must have the ability to work effectively with a large team
Must be able to work independently
Must be able to work under pressure and prioritize multiple deadlines
Requires strong writing, grammar, proofreading, and editing ability
Proficiency in Microsoft Office required
Ability to work onsite and collaborate in person with colleagues at Helmsley’s office is an essential function of this job.

Nice To Haves

Bachelor’s degree or equivalent work experience
Advanced Excel skills and experience with budgets preferred
Experience in customer oriented or client facing roles preferred
Familiarity with foundations and/or the nonprofit sector a plus

Responsibilities

Manage calendars, schedule and coordinate meetings for appointed CD Program staff.
Arrange domestic and international travel itineraries, including ground transportation, flights, hotels and other conference accommodation for the CD Program staff.
Coordinate logistics for on and off-site meetings, including but not limited to scheduling, catering, travel arrangements, gathering and distributing meeting materials, and technical support.
Facilitate and monitor Helmsley signature processes from senior staff on necessary documents.
Serve as main contact to contractors, vendors and grantees to handle reimbursements, invoices, contracts, and other general inquiries.
Create and submit expense reports according to Helmsley’s policies and procedures.
Coordinate with accounting, grantees and/or consultants, to ensure timely processing of invoices, contracts, and other time sensitive documents.
Assist CD Team in meeting grant-related deadlines and participate in budget forecasting discussions.
Organize and maintain team’s electronic and physical files in accordance with Helmsley’s data governance framework.
Perform ad-hoc assignments and special projects as needed to support the Helmsley organization.