Administrative Assistant

Research Foundation of The City University of New York•New York, NY

9d•Hybrid

About The Position

The Administrative Assistant provides a broad range of administrative and database support to the CUNY Institute for State and Local Governance (CUNY ISLG). The role supports the Institute’s staff, guests, and operations, including reception, scheduling, meetings, purchasing, facilities coordination, payment and contract processing, mailings, travel, and basic IT backup. The position reports to the Administrative Associate. This is a hybrid position based in New York City. Staff work from the Midtown office three days per week on days of their choosing and remotely the remaining two days per week.

Requirements

Three or more years of administrative experience.
Computer literacy.
Knowledge of Microsoft Office applications and other collaborative software.
Exceptional communication, interpersonal, and organizational skills, and sound judgment.
Ability to prioritize, meet deadlines, and balance individual and team responsibilities while maintaining attention to detail and high-level accuracy.
Ability to maintain professional working relationships with staff, partner agencies, and internal and external workforces at all levels.
Bachelor’s degree required.

Nice To Haves

Experience in an office or customer service environment.
Flexibility.
Experience with WorkDay and ASANA.
Personal experience relevant to the organization’s mission.
Advanced degree preferred.

Responsibilities

Welcome and direct incoming telephone calls, visitors, mail, deliveries, and information-box inquiries.
Arrange conference calls and manage audio/visual equipment as needed.
Maintain and update the Executive Director’s calendar and conference room calendars for in-house meetings.
Support hosted meetings, including setup, refreshments, cleanup, and audio/visual equipment.
Maintain relationships with supply vendors and other service personnel.
Keep the reception area orderly and prepare the office as needed.
Coordinate with building management and vendors to resolve facilities and maintenance issues.
Order routine office and kitchen supplies and refreshments, stock supply areas, and maintain inventory.
Schedule and support staff meetings, gatherings, and other staff events.
Ensure the office and common areas are clean, presentable, and suitable for use by staff and guests.
Reconcile purchasing card expenses.
Submit and track contracts using a contract manager system.
Submit and track invoice payments using an accounts payable system.
Assist with preparing mailings and reports.
Manage occasional outgoing mail and package posting.
Provide backup assistance with basic information technology equipment.
Assist with booking travel and preparing travel expense reports.
Perform other duties as assigned.