Administrative Assistant

3 weeks ago

Brooklyn, United States 163rd Street Improvement Council Full time

**The Role**:
The Administrative Assistant is responsible for supporting the Program 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.
- Work directly with the Program Director to support all aspects of their daily work routine.
- Maintain the Program Director'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 Program Director, 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 Executive Director and the Program Director.
- Assist the Program Director in the development of presentations and white papers for internal and external audiences.
- Determine priority of matters of attention for the Program Director; redirect matters to staff to handle, or handle matters personally, as appropriate.
- Keep the Program Director 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 Program Director’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.
- Prepare check request.
- 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 Program Director.

**Essential Skills and Qualifications**:

- A detail-oriented self-starter
- 2+ years of Administrative Assistant experience
- 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
- Associates degree required, Bachelors preferred
- Flexibility to work some evenings and occasional weekends as necessary.
- 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.
- Prior training experience in the CARES database is helpful.
- Knowledge of MS Suite, Google Suite, and other database programs.

Pay: $45,000.00 - $50,000.00 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

Work Location: In person

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