Administrative Assistant

1 month ago

Bronx, United States 163rd Street Improvement Council Full time

The Administrative Assistant is responsible for assisting and supporting the Executive Director and Human Resource Director with scheduling, organization and administrative tasks.

**Specific Requirements**:
This is a full-time shift position scheduled between the hours of 9am-5pm. Staff may be asked to adjust their work schedule depending on the operational needs of the site.

**Primary Responsibilities**:

- Work directly with the ED and HRD to support all aspects of their daily work routine.
- Maintain the ED’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements.
- Exercise discretion in committing time and evaluating needs.
- Serve as a liaison between the ED, staff and the public by fielding and/or phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
- Coordinate work with other the Council staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
- Provide coordination, monitoring, and communication of projects and programs.
- Assist in project management activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.
- Serve as a primary point of contact between the the Program Directors and the ED/HRD.
- Assist the ED or HRD in the development of presentations and white papers for internal and external audiences.
- Determine priority of matters of attention for the ED; redirect matters to staff to handle, or handle matters personally, as appropriate.
- Keep the ED advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Routinely perform a wide variety of support duties.
- Compose and prepare letters relating to routine correspondence for the ED’s signature.
- Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
- Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
- Prepare, reconcile, and submit expense reports and submit to Finance Department.
- Maintain paper and electronic filing systems.
- Maintain confidential and sensitive information.
- Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
- Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
- Perform other duties as assigned by the ED and HRD.

**Minimum Qualifications**:

- Bachelors required.
- Exceptional demonstrated writing proficiency.
- Preferred experience in assessment, direct practice, counseling, supervision, community outreach, group leadership, and program development.
- Exceptional interpersonal skills, with the ability to balance compassion and firmness while respecting the unique experiences of asylum seekers.
- Proficiency in navigating asylum-specific community resources and understanding the complexities of the asylum process.
- Strong problem-solving abilities, decision-making skills, conflict resolution expertise, and active listening.
- Capacity to remain composed in crisis situations.
- Demonstrated ability to collaborate effectively with diverse groups.
- Proven capability to manage multiple tasks efficiently under pressure.
- Outstanding organizational skills, attention to detail, and efficiency.
- Possessing maturity, integrity, and sound judgment.

**Essential Skills and Qualifications**:

- A detail-oriented self-starter with prior experience in the financial services industry or with a technology team
- Someone who exhibits sound judgment with the ability to prioritize and make decisions
- Energetic and eager to tackle new projects and ideas
- Comfortable interacting with high-level executives
- A team player capable of cultivating productive working relationships across the firm
- Resourceful, can-do attitude
- Thrives in a fast-paced environment
- Punctual
- Knowledge of MS Suite, Google Suite, and other database programs.

Pay: $45,000.00 - $60,000.00 per year

**Benefits**:

- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance

Schedule:

- 8 hour shift

People with a criminal record are encouraged to apply

Ability to Relocate:

- Bronx, NY: Relocate before starting work (required)

Work Location: In person

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