Our client, a prestigious non-profit in the Education space, is looking for a temporary to permanent Administrative Assistant to support their Chief Operating Officer and their Director of External Partnerships. This role starts ASAP, with an estimated temp trial period of three months. This is a hybrid role – typically Mondays and Fridays are remote, and Tuesdays, Wednesdays, and Thursdays in their Midtown East office (but this schedule is subject to change depending on the needs any given week). The standard daily hours are 9am-6pm, but this person will need to be flexible to stay later or come earlier some days depending on the day (last minute projects with tight deadlines come up, and this person would need to be flexible to help with these things after hours). If this person has to stay late, their schedule the next day would be adjusted. This person must be reachable after hours/ on weekends. This role starts ASAP (as soon as we find the right person) with an estimated temp trial period of 3 months. The Administrative Assistant to the Chief Operating Officer and the Director of External Partnerships serves as a trusted administrative and operational partner to the principals. This role is responsible for ensuring the efficient operation of the principals’ offices, interfacing with internal and external stakeholders and handling confidential information. Must be highly organized, proactive, discreet, and able to manage multiple priorities in a fast-paced environment.
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.
Key Competencies:
In-person presence at NY Office for a minimum of three days per week, although more in-person engagement may be required during peak times.
Ability to monitor emails and work nights and weekends for events, cross-border engagement, managing meeting scheduling and outreach
Timely responsiveness for inquiries from/to principals.
Superior customer relations and cultural competency skills.
Leadership, independence, and collaboration skills with an entrepreneurial mindset.
Strong adaptability and decisiveness in a fast-paced, ever-changing environment.
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.
