This position is no longer open for applications

Our client, a non-profit located in Midtown, Manhattan, is seeking to hire a Temporary Administrative Assistant to support the Marketing team. The person in this role will report to and take direction from the Lead Executive Assistant.  This position is a hybrid position that will start right away and last through the end of February; the hours are 9:00am – 5:00pm with a one-hour lunch.

Responsibilities:

• Provide senior managers with timely, proactive, high-quality administrative support, such as:
• Managing complex calendars, scheduling internal and external appointments, meetings and calls.
• Making travel plans, reservations and arrangements.
• Sorting and prioritizing mail, taking phone messages, returning calls, and responding to email.
• Preparing monthly expense reports and administrative check requests; processing expense/check requests for consultants, vendors and others.
• Drafting, editing and proofreading contracts, presentations, correspondence and other materials in Microsoft Outlook, Word, Excel, and PowerPoint.
• Provide general administrative support, including copying, filing, record keeping, and back-up coverage for other assistants.
• Support research, data management and reporting needs. This includes database queries, contact management, metrics tracking, maintaining a pipeline of prospective investees, and transcribing notes from meetings.
• Support internal and external meetings and events which may include: scheduling; engaging with investees, consultants, and vendors as needed; managing onsite or offsite conference room reservations, catering, meeting materials, and audio-visual requirements; ensure video/conference call lines are reserved, helping to set up and reposition furniture. Provide similar support for larger off-site events as needed.
• Support the production and conveyance of materials for internal and external meetings, including preparing agendas, drafting and revising documents, compiling materials into PDF format and creating hard-copy binders for distribution.
• Take on short-term administrative projects as directed.

Qualifications:

• At least two years of administrative assistant experience
• A quick study with excellent administrative and organizational skills, including attention to detail and ability to manage and prioritize multiple tasks, meet deadlines, and work independently as well as with a team.
• A helpful thought partner able to integrate work across multiple areas, suggest process improvements, and take charge of assigned activities.
• Sound judgment, including the ability to use and show discretion, make sometimes difficult decisions independently and effectively problem solve.
• Excellent communications skills, including writing, proofreading, presenting in group settings, and communicating effectively in person, electronically or by phone.
• Outstanding interpersonal skills with a professional and genial demeanor, and the ability to work with people with different backgrounds and experiences.
• Strong computer skills, including the ability to learn new software quickly, and experience with the following or similar tools:
• Microsoft Word, Excel, and PowerPoint; experience with merges, tables, track changes and document review, document formatting and layout;
• Microsoft Outlook, including calendars, meeting scheduling and invites, distribution groups;
• Asana; internet research; and experience integrating various technology tools.

Hourly rate: 

• $35/hr