Administrative Assistant, Type 1 Diabetes

Helmsley•New York, NY

5h•Hybrid

About The Position

The Helmsley Charitable Trust seeks an Administrative Assistant for the Type 1 Diabetes team. This role is crucial for maintaining the smooth operation of the T1D program by managing calendars, scheduling meetings and calls, processing expense reports, and coordinating travel arrangements (both domestic and international). The assistant will also be responsible for organizing logistics for various meetings, both on and off-site, which includes scheduling, catering, travel, distributing materials, and providing technical support. Additionally, the role involves facilitating Helmsley’s signature process, acting as a primary contact for contractors, vendors, and grantees regarding financial matters and inquiries, and ensuring timely processing of invoices and contracts in coordination with the accounting department. The position also requires maintaining grantee and proposal files, assisting with office operations tasks such as guest registration and A/V coordination, providing international travel information, and serving as a point of contact for T1D program staff. The role may also involve assisting with program research, data gathering, and supporting other staff members on an ad-hoc basis.

Requirements

Minimum 3 years’ experience as an administrative assistant.
Attention to detail and strong work ethic is critical.
Excellent interpersonal, communication, and organizational skills.
Ability to work effectively with a large team.
Ability to work independently.
Ability to work under pressure and prioritize multiple deadlines.
Strong writing, grammar, proofreading, and editing ability.
Proficiency in Microsoft Outlook and Word required.
Must be authorized to work in the U.S. without the need for employment-based visa sponsorship now or in the future.

Nice To Haves

Familiarity with Excel and PowerPoint strongly preferred.
Familiarity with Concur preferred but not required.
Familiarity with foundations and/or the nonprofit sector a plus.
Bachelor’s degree or equivalent work experience (minimum 3 years as an administrative assistant)

Responsibilities

Maintain calendars, schedule meetings and calls, create and submit expense reports, and make travel arrangements (international and domestic), including ground transportation, flights, hotels, and other conference accommodations for the T1D 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’s signature process from senior staff on necessary documents.
Serve as main contact to contractors, vendors, and grantees to handle reimbursements, invoices, contracts, and other general inquiries.
Coordinate with accounting, grantees and/or consultants, to ensure timely processing of invoices, contracts, and other time sensitive documents.
Organize and maintain grantee and proposal files; assist in keeping central files current.
Work closely with office operations to register guests, coordinate A/V needs for teams, provide international travel information and be overall point of contact for appointed T1D program staff.
Assist in program research and data gathering.
Assist other staff members on an ad-hoc basis during peak seasons and perform other duties as required.