Administrative Assistant, Type 1 Diabetes

Helmsley•New York, NY

19d•$73,000 - $81,100•Hybrid

About The Position

The Helmsley Charitable Trust seeks an Administrative Assistant for the Type 1 Diabetes team to 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. Helmsley’s Type 1 Diabetes (T1D) Program is dedicated to helping the global T1D community live safer, better, and more fulfilling lives today while funding advancements in research and technology for a better tomorrow. To make this vision a reality, our T1D program takes bold but informed risks to support researchers developing new therapies and interventions that can treat, prevent, or delay the disease. We are committed to equitable, affordable access to the tools that can help people with T1D achieve better outcomes. Every day counts for people with T1D and their support network, which is why we build collaborative partnerships to expand the availability of resources to these communities. To date, the program, which has rapidly become the largest private foundation funder in T1D, has made over 840 grants committing $1.1 billion. We are now increasing our efforts to ensure that proven treatments, management techniques, and therapies are available to all who need them wherever they live in the world.

Requirements

Minimum 3 years 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.
Ability to work 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
Familiarity with Excel and PowerPoint strongly preferred.
Familiarity with Concur preferred but not required.
Familiarity with foundations and/or the nonprofit sector a plus.

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.