Executive Administrative Assistant

2 weeks ago

New York, United States Hit the Books Full time

Hit the Books aims to bring additional educational resources to underserved communities through a sports-based development approach, with tutoring and mentorship at its core and mixed martial arts as the ‘hook.’ HTB serves as an afterschool community center to facilitate career development and help make any and every goal achievable for its students.

Administrative Assistant Job Description:
Our program assistant will provide administrative and planning support to departments throughout the organization. You must have the ability to multitask, a familiarity with basic office systems and protocols, and strong interpersonal skills.

Essential Duties and Responsibilities:

- Schedules appointments and meetings with staff
- Maintains organization calendars and sends out reminder's meetings, appointments etc.
- Makes copies, proofreads, and files documents.
- Types up reports and letters as requested.
- Welcomes visitors and runs miscellaneous errands for staff.
- Maintains physical and computerized office records.
- Keeps the facility and workspace neat and organized.
- Attends staff and board meetings and taking minutes/notes.
- Assists in overseeing the budget for routine activities or special events.
- Assists in planning and overseeing special events including their setup and breakdown.
- Creates flyers, newsletters, monthly calendars, and brochures.
- Creates PowerPoints and other presentations for parent orientations, trainings, and board meetings.
- Inventories supplies and reorders as necessary.
- Assists in youth afterschool program and Saturday programming.
- Acts as a liaison for the Executive Director and makes reservations for off-site business meetings.
- Serves as Saturday reception staff for sign in and sign-out of students

Required Knowledge, Skills, and Abilities:

- Proven experience as an administrative or executive assistant, or in a similar role.
- Excellent phone etiquette
- Exemplary written communication skills.
- Strong attention to detail and ability to proofread documents accurately and concisely.
- Proficient in using Google Suite (Docs, Sheets, Slides), Canva, and Microsoft Office software such as O365, Word, Excel, and PowerPoint.
- Demonstrates excellent interpersonal skills and exhibits ability to manage multiple project simultaneously on a regular basis.
- Ability to self-manage projects with strong organizational, time and project management skills to prioritize tasks effectively.
- Exhibits a friendly, professional demeanor and works well with a range of different individuals.
- Demonstrates ability to think creatively to assist in special event planning and marketing.
- Familiarity with office equipment such as printers, scanners, and phone systems
- Knowledge of DocuSign or similar electronic signature platforms is a plus
- Ability to maintain confidentiality and exercise discretion when handling sensitive information
- Strong problem-solving skills and ability to work independently

Education and Experience:

- Bachelors Degree
- Bilingual in Spanish (Is preferred but not required.)
- Experience working within a youth based nonprofit a plus

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

**Job Type**: Part-time

Pay: $20.00 - $25.00 per hour

Expected hours: 25 per week

Schedule:

- After school
- Day shift
- Evening shift
- Weekends as needed

Ability to Relocate:

- New York, NY 10027: Relocate before starting work (required)

Work Location: In person

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