Receptionist and Administrative Assistant

Helmsley•New York, NY

2d•$73,000 - $81,100•Onsite

About The Position

The Leona M. and Harry B. Helmsley Charitable Trust (“Helmsley”) is a global philanthropy driven by a vision of building better futures for people by increasing access to healthcare, advancing new research and ideas, and improving the quality of everyday life. Helmsley strives to make a meaningful impact in its focus areas, matching its significant financial assets with a rigorous and results-oriented approach. Helmsley is committed to close and productive partnerships with its grantees, as well as with other funders and impact players in government, academia, and the private sector who share its interests and goals. Helmsley endeavors to be forward-thinking in every aspect of his work and will take risks that others cannot or will not take when the risk/reward trades off warrants. Since 2008, when Helmsley began its active grantmaking, it has committed more than $4.5 billion. For more information on Helmsley, please visit https://helmsleytrust.org/ . The Receptionist and Administrative Assistant, reporting to the Office Manager, acts as Helmsley’s first point of contact with employees and visitors. Responsibilities include addressing internal and external communications (phone, email, video), meeting and greeting visitors, sorting and distributing incoming mail, assisting in planning special events, providing administrative support back-up for teams as needed, and contributing to a smooth-running office.

Requirements

Minimum 3 years of related experience.
Strong oral and written communications.
Strong knowledge of Microsoft Office (Word, Power Point and Excel).
Strong organizational skills and attention to detail.
Maintaining a positive attitude in all Helmsley initiatives.
Experience managing multiple priorities effectively.
Demonstrated ability to exercise independent judgment and initiative.
Bachelor’s degree or equivalent work experience.
Strong attention to detail and ability to multitask.
Ability to stay calm under pressure.

Nice To Haves

Previous experience in a customer service role is preferred.

Responsibilities

Receive guests and visitors and alert appropriate personnel upon their arrival.
Answer all incoming calls and direct them; check main voicemail box and forward messages to appropriate staff.
Enter incoming guests into building’s security system; verify guests are expected when called from the building’s security desk.
Provide administrative support coverage across the organization during leaves of absence including, managing calendars, travel, expenses, and correspondence.
Maintain orderly reception area and conference rooms.
Maintain Helmsley wide documents such as preparing, reviewing, and ordering business cards.
Receive mail and distribute appropriately.
Assist in reconciling monthly vendor invoices.
Coordinate onsite meetings, including scheduling, catering, and distributing meeting materials.
Assist with preparing the office for business activities.
Handling staff requests promptly to ensure a positive experience.
Participate in Helmsley’s Fire Safety Team.