Administrative Assistant, VCSSA

Helmsley•New York, NY

11d•Hybrid

About The Position

The Helmsley Charitable Trust seeks an Administrative Assistant to support the Vulnerable Children in Sub-Saharan Africa Program, staff and operations. Reporting directly to the Program Director, the Administrative Assistant will be responsible for managing calendars, organizing meetings, making travel arrangements, completing expense reports, handling select communications on behalf of the team, and performing other duties as assigned.

Requirements

Bachelor’s degree or equivalent work experience
Minimum 3 years’ experience as an administrative assistant
Demonstrated experience planning and coordinating domestic and international travel, meetings/events, and hospitality required
Strong attention to detail
Excellent interpersonal, communication, and organizational skills and strong collaborative spirit
Able to maintain confidentiality of information
Strong grammar, writing, proofreading, and editing skills
Ability to operate quickly and efficiently in a fast-paced environment
Ability to work independently and proactively, as well as collaboratively as part of a team
Proficiency in Microsoft Office (Outlook, Word, Excel), Box, Concur and NetSuite expense management systems and Zoom
Ability to work onsite and collaborate in person with colleagues at Helmsley’s office is an essential function of this job.

Nice To Haves

experience planning travel within Sub-Saharan Africa preferred
experience with Asana a plus
Familiarity with the nonprofit and philanthropy sectors is a plus

Responsibilities

Maintain calendars and schedule meetings and calls on behalf of VCSSA program team.
Coordinate logistics for on- and off-site meetings, including but not limited to booking conference rooms or venues, making arrangements for catering / hospitality, organizing virtual meetings, gathering and distributing meeting materials, and providing administrative support as needed.
Work closely with NYC office operations to register guests, coordinate IT, A/V and hospitality needs for team, and be overall point of contact for program staff.
Make travel arrangements (international and domestic), including ground transportation, flights and hotel arrangements.
Work closely with other colleagues and partner with Trustee Executive Assistant to coordinate joint meetings and travel planning as needed.
Provide international travel information to and coordinate logistics and security protocols with relevant Helmsley operations personnel and contractors as needed.
Assist in research and information-gathering related to travel logistics and security considerations.
Serve as the main point of contact for general inquiries regarding the VCSSA program.
Create and submit expense reports.
Coordinate with accounting to ensure timely processing of invoices, contracts, and other time sensitive documents.
Facilitate and monitor Helmsley’s signature process via DocuSign ensuring appropriate signatures from senior staff on necessary documents.
Assist other staff members on an ad-hoc basis during peak seasons and perform other duties as required.