Administrative Assistant -- Non-Profit Women's Rights Organization
New York, NY
$75-90K [Depending on Experience Level] Administrative Assistant
The organization was formed in 2018 to attract new and collaborative funding to advance women’s rights in the United States, with reproductive health and justice at the core. The organization envisions a world where women of all ethnicities and gender identities are celebrated and able to have their basic core needs met – including access to contraception and abortion. The organization is currently refining its grantmaking strategies. This is likely to include a focus on improved access to reproductive health services; advancing protective legal and judicial strategies; and support for state-based advocacy groups, civic engagement and movement building.
The organization seeks a full time Administrative Assistant to support and work closely with the director and managers. The ideal individual will have strong written and verbal communication capacities, highly efficient administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will be responsible for scheduling and managing all organization meetings; supporting the Director, staff and funder partners; and establishing and maintaining information management and communication systems. This position is central to the seamless and effective coordination of a virtual office. The successful applicant will need to be self-driven, skilled at diplomacy and managing-up, and comfortable with distance-based working arrangements and juggling different tasks for different managers. This position will report to the director.
The organization is a virtual workplace and operates as a sponsored project of a major national philanthropic organization. The Administrative Assistant would work remotely and come equipped with virtual office supports, including computer, phone and other technology needs.
The principal duties and responsibilities of the Administrative Assistant will include:
- Scheduling and meeting management for all organization meetings, including:
- Meeting and call scheduling and logistics.
- Meeting planning, including meeting venue and meeting room selection, catering, securing speakers and site visits.
- Note taking at meetings and on phone calls.
- Preparing and formatting meeting materials (e.g. using Excel, PowerPoint, design tools etc.).
- Supporting the compilation and distribution of meeting documents.
- Supporting the director, organization staff and funder partners with scheduling meetings, travel arrangements and expenses, and filing and tracking documents, including:
- Scheduling meetings and calls for Collaborative staff and consultants.
- Managing travel arrangements for director and managers.
- Managing the corporate credit card and expense reimbursements for director and managers.
- Filing and tracking documents.
- Establishing and maintaining information management and communication systems, including:
- Managing centralized document sharing systems (e.g. Net Suite, Box etc.).
- Maintaining contact data (including donors, grantees, consultants, groups to meet with etc.).
- Supporting grant administration (including files for grantees, signed documents, reports etc.).
- Supporting funder partner administration (including files for funders, signed documents, reports etc.).
- Providing legal, financial and other documents, as needed, to funder partner and donors.
- Tracking concept paper, proposal and report timelines and other key dates for both grantees and funder partners.
- Managing and tracking vendors and contracts, and processing invoices.
- Maintaining the website (when the website is developed).
- Demonstrated commitment to women’s rights that centers on reproductive health and justice, including the right to abortion, either in a professional capacity, as a volunteer, intern, activist, or combination thereof.
- Bachelor’s or Associate’s degree.
- Attention to detail is a must.
- Excellent analytical, problem-solving, and interpersonal skills with the ability to build relationships with clients and partners.
- Expertise with various information management systems (including Net Suite, Dropbox/Box etc.), Excel, PowerPoint, and other design tools.
- Proactive, motivated and resourceful team player with the ability to set and meet expectations and deadlines on multiple projects.
- Skilled at working independently, including knowing how and when to engage with colleagues and managers; experience in remote work settings preferred.
- Exceptional communication skills; ability to speak and write clearly and succinctly and to keep relevant parties informed.
- Ability to work in a dynamic, small team environment. Experience in a start-up environment a plus.
- Experience working in the philanthropic and/or nonprofit sector preferred.
- Occasional travel within the U.S. for meetings and learning events.
The funding organization offers a competitive compensation and benefits package including health coverage, retirement benefits, paid sick leave, vacation and holidays, tuition reimbursement and access to professional development resources.