Administrative Assistant, Crohn's Disease
Helmsley•New York, NY
•$73,000 - $81,100•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
- Proficiency in Microsoft Office required
- 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
Nice To Haves
- Bachelor’s degree or equivalent work experience (minimum 3 years as an Administrative Assistant) preferred
- Attention to detail and strong work ethic is critical
- 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.
Benefits
- Employer-paid medical, dental, and vision for employees and their families
- Generous 401(k) employer contribution
- Hybrid work schedule (up to two remote days a week)
- 23+ paid vacation and sick days
- 13+ paid holidays
- End of year office closure
- Summer Fridays
- Tuition reimbursement
- Personal and team professional development opportunities
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
