Legal & Human Resources Administrator

2 weeks ago

New York, United States The Andrew W. Mellon Foundation Full time

Mellon Foundation (“Foundation”) believes that the arts and humanities are where we express our complex humanity, and we believe that everyone deserves the beauty, transcendence, and freedom to be found there. Through our grants, we seek to build just communities enriched by meaning and empowered by critical thinking, where ideas and imagination can thrive. The Foundation makes grants in four core program areas - Higher Learning, Arts and Culture, Public Knowledge, and Humanities in Place - and through its signature Presidential Initiatives. The Foundation seeks an experienced Administrator to support the work of the Legal and Human Resources departments.

Position description:

We are seeking a conscientious and collaborative Legal and HR Administrator with high proficiency in a variety of computer software applications, organizational skills, communication skills (written and verbal), and strong attention to detail to support the legal and human resources work of the Foundation on a full-time basis. The Administrator will work with both the Legal team and Human Resources team, reporting to the Senior Associate General Counsel, and also responding to requests from others in those departments. On average, about 2/3 of the executive assistant’s work will be with the Legal department and 1/3 with HR. The Administrator must maintain the confidentiality of highly sensitive and confidential information handled by these departments.

Responsibilities:

The varied responsibilities may include but are not limited to the following:

Legal team

  • Monitor and manage the flow of contracts through the Foundation’s contract management system, including contract generation and execution, as well as assisting with other aspects of the system.
  • Schedule in-person and virtual meetings and phone calls for team members with other Foundation staff and with outside parties.
  • Create and revise documents using various applications, including Word, PowerPoint, Excel, and Adobe Acrobat.
  • Participate in the preparation of training materials and presentations.
  • Support the organized maintenance of documents and other materials generated by the Legal and HR teams and respond to requests for documents and information both internally and externally.
  • Assist with tracking work and deliverables for the Legal team and with tracking compliance in connection with the Foundation’s governance policies.
  • Manage expense reimbursement and travel itineraries for team members.
  • Cover certain responsibilities of the Chief Legal Officer’s Senior Executive Assistant and/or other staff as needed.
  • Enthusiastically take on special projects and other assignments as requested.
Human Resources team
  • Provide interview scheduling support to a few leading recruiters.
  • Schedule team meetings for the HR department, such as all staff meetings or senior team meetings on a weekly or bi-weekly basis.
  • Schedule onboarding trainings for new hires and other onboarding items as needed.
  • Administer confidential/sensitive agreements jointly on behalf of Legal and HR.
  • Collect and maintain documentation related to trainings.
  • Liaise with the Legal team to process vendor contracts via the contract management system. Ensure proper storage and organization of executed contracts.
  • Process reimbursement requests related to the Cultural Benefits program and assist with other administration projects as assigned.
Qualifications:

A bachelor’s degree and minimum of 3 years of experience as an administrative or executive assistant; candidates with equivalent work experience will also be considered. Applicants should also possess:
  • Excellent communication skills (oral and written) and interpersonal skills.
  • High degree of proficiency in using MS Office Suite, Adobe, cloud-based file systems, and ability to quickly learn new tools and systems.
  • Outstanding administrative and organizational skills, and attention to detail.
  • Utmost discretion in working with sensitive and confidential information and documents.
  • Ability to manage multiple projects effectively and efficiently, and to meet deadlines.
  • Demonstrated professionalism, sound judgment, and diplomacy.
  • Ability to work both independently and collaboratively with colleagues.
  • Experience working in a legal or HR department is preferred, and familiarity with foundations and/or contract management systems is a plus.

Mellon Foundation is an equal opportunity employer. Mellon offers a generous total reward package that provides base salary as well as a comprehensive benefits program. Mellon is committed to providing compensation that is competitive and equitable within the philanthropic sector. The estimated salary range for this role is $90,000 to $100,000. The amount of pay offered will be determined by several factors, including but not limited to qualifications, unique skills, credentials, or experience that is expected to impact the candidate’s contribution to the role. We will also consider market data as well as the Foundation’s internal pay equity framework.

Please note that Mellon maintains a hybrid work schedule, with three days per week required in person at the Foundation’s Manhattan offices.

Candidates should apply by submitting a thoughtful cover letter describing fit for the position together with a resume by May 24, 2024

The Foundation will consider each response carefully, but only contact those individuals it believes are most qualified for the position.

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