Administrative Assistant, Type 1 Diabetes

Helmsley•New York, NY

1d•$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.

Requirements

Minimum 3 years’ experience 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 Outlook and Word required.
Bachelor’s degree or equivalent work experience (minimum 3 years as an administrative assistant)

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.

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.