Job Details
Do you have Administrative Assistant experience?
We are in search of an Administrative Assistant for a Nonprofit Organization located in New York City (Upper East Side). This is a Full-Time, Fully In Person, Temporary-to-Permanent Assignment.
ORGANIZATION: Nonprofit
LOCATION: New York City (Upper East Side)
POSITION TITLE: Administrative Assistant
SCHEDULE: Full Time (40 hrs./wk.); Fully In Person
DURATION: Temporary-to-Permanent
PAY RATE: $18-20/hr (Temp); ~ $45,000/yr. (Permanent Salary)
Is This Your Dream Position? As the Administrative Assistant, you'll be responsible for providing support to the Chief Operating Officer and President, as well as to the Executive Committee, Sustainer leadership, Thanksgiving Eve Ball co-chairs, Nominating chair, and other committees and work groups as needed. The Administrative Assistant maintains the records and minutes of the Board of Directors and the Executive Committee, coordinates general office management tasks, and facilitates administrative assistance and logistics for a variety of internal events throughout the year.
Our Ideal Candidate:
- Bachelor's degree or equivalent experience
- Exceptional organizational skills and comfort working in Excel, Word, and Google Docs
- Ability to work independently and as part of a team to collaborate effectively with a wide range of staff, partners, vendors, and volunteer leadership
- Ability to manage multiple projects at once and prioritize tasks as needed
- Strong customer service orientation
- Flexible schedule with the ability to work evenings and weekends as needed
- Prior experience working with volunteers is a plus
- Experience with MailChimp, Digital Cheetah, and/or Square is not required, but valuable
How You Will Spend Your Day: President/Board of Directors Support
- Support the Board of Directors and Management Council in operational coordination
- Assemble materials for retreats and meetings
- Prepare printed materials for each Board meeting for use by the President
- Maintain approved Board meeting Minutes and meeting materials
- Coordinate and maintain signed governance documents for the Board of Directors and Management Council
- Coordinate conference registration and travel arrangements for the leadership team
- Maintain Board of Director/Management Council lists and coordinate updates to leadership materials, including name badges, composite photos, and table tent cards
- Coordinate sending invites and RSVPs for Board of Directors and Management Council Holiday Reception & Year End Reception
- Organize and send communication to Past Presidents on behalf of the President, including event invitations and meeting reminders
Membership Initiatives
- Send announcement Eblast to members and Past Presidents through MailChimp
- Assist in coordinating and planning the organization's General Membership and Annual Meetings. Tasks include, but are not limited to:
- Generate Eblasts for Call to Meeting
- Coordinate ballot tabulation processing
- Prepare materials for awards presented during the Annual Meeting
- Update address and other contact information in membership profiles
Special Event Coordination
- Coordinate operations for special events including Outstanding Volunteer & Outstanding Sustainer Luncheon, Sustainer Events, and Thanksgiving Eve Ball. Tasks include, but are not limited to:
- Assist with mailing lists
- Send Save the Date and Invitations through MailChimp and Paperless Post
- Create registration links
- Track RSVPs and Registrations (including waitlists)
- Create point of sales forms for pre-order or on-site sales
- General event organization, including seating charts, name tags, and registration set-up
- Participate in on-site event registration and check-in
- Assist with fundraising appeals and asks through the coordination of patron mailings
- Assume other responsibilities as requested
General Office Coordination
- Order supplies for 30+ committees; track and reconcile orders with accounting
- Receive and sort mail daily; organization of committee mailboxes
- Assist with daily check receipts:
- Enter checks in the check register and provide copies/scans to Accounting, Development, and/or Events & Catering (as needed)
- Assist members with event reservations, billing, and "how to" queries, such as account login assistance
- Monitor inventory of and order business cards, stationery, office supplies, and postage meter supplies, and organize and maintain supply closet and copy room
- Assist with maintenance of office equipment including copier, postage meter, and water cooler, and call for service when necessary
- Pull quarterly reports from the copier and postage meter and submit to accounting
- Track and coordinate staff birthday celebrations, organize team birthday cards, assist in or the department for internal and external use, and ensure the dissemination of up-to-date information to other departments
- Other duties as assigned by the Director
We'd love to hear from you. If this sounds like the job for you, we would love to help make that happen. Please apply by clicking on the "Apply" button below.
For more information about
Careers In Nonprofits and our other available opportunities and workshops, please visit our website at www.careersinnonprofits.com.
Careers In Nonprofits is an equal opportunity employer. Empowered by the #ILoveMyJob mission, we celebrate diversity and are committed to creating an inclusive work environment within the nonprofit sector.
Due to the high volume of applications we receive, we regretfully can only respond to those candidates who best meet the requirements of a specific position or whose backgrounds are generally applicable to our client base. Please rest assured that we retain all candidate information for possible future matches, even if you do not hear from us in regard to your application in response to this ad.