Administrative Assistant

Duties and Responsibilities:

Project Management & Organizational Support

• Serve as a key partner to the principals in logistic, operational, and administrative support.
• Ensure the continuous implementation of office operations, including but not limited to overseeing office workflow by designing, owning, tracking and updating processes through project management software, coordinating deadlines and assignments across teams, running project postmortems, and working with data analytics to improve processes and procedures.
• Facilitate engagement with external partners, including but not limited to maintaining an updated database of prospects and partnerships, tracking deliverables of confirmed partners, prospect research and coordination with partner offices.
• In coordination with the office admins, assist with the organization of team-wide activities and events, including staff meetings, team-building activities, and trainings.
• Provide logistical and onsite support for major organizational events, including Admissions activities and events, Orientation and graduation, Reunions and special programming.
• Proactively work across teams to ensure operational efficiency and value added between workstreams, including with Academics, Admissions, Alumni engagement, and the Executive Director’s office.

Executive & Administrative Support

• Act as a key liaison between principals and internal and external stakeholders,
• Manage the principal’s calendar, contacts, and scheduling, ensuring priorities are effectively aligned.
• Plan and coordinate domestic and international travel, including bookings and itineraries.
• Manage meeting preparation and materials; observe meetings as requested and prepare meeting notes and follow-up items.
• Draft follow-up emails and correspondence related to ongoing projects.
• Compile, submit, and track expense reports and out-of-pocket reimbursements for the principals.
• Manage and maintain electronic and hard copy filing systems, including accurate data entry and running reports.
• Prepare conference rooms and meeting spaces, including in-person and virtual meeting technology.
• Liaise with IT Consultants to coordinate technical support or provide direct support when appropriate.
• Other administrative tasks, as assigned.

Knowledge, Skills, and Experience:

• A minimum of 5+ years Administrative Assistant experience.
• Strong work ethic, demonstrated professionalism, and a track record of establishing positive relationships especially in multi-cultural environments/context, exercising excellent judgment, diplomacy, and discretion.
• Capacity to work positively with a wide variety of internal and external stakeholders; comfort seamlessly switching between corporate, academic, and non-profit environments a plus.
• Exceptional organizational and time-management skills with strong attention to detail.
• Ability to manage confidential information with discretion and professionalism.
• Strong written and verbal communication skills.
• Advanced proficiency with office technology, virtual meeting platforms, and document management systems (MS Office Suite, Box, Zoom, Sharepoint, etc).
• Ability to prioritize, adapt, and pivot quickly in a fast-paced, dynamic environment.
• Collaborative mindset with the ability to work independently and across teams.
• Experience implementing operational procedures preferred
• Experience living overseas and/or proficiency in a foreign language preferred.

• Must be based in the New York area and be available to work in person in the midtown office at least three days per week.
• Must be available for domestic and international travel as needed, typically not more than once a quarter.