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Administrative Associate

Posted by
Open Space Institute
|
New York, NY
New
|
Published 13 days ago

The Administrative Associate supports the 3 members of the Administrative team (Director of Administration, HR Manger, IT/Facilities Coordinator) and performs reception duties at the midtown headquarters, which is the home office for 30 employees.

This position is not conducive to telework and will be primarily onsite.  

 Responsibilities and Duties

General Support for Director of Administration and Human Resources Manager, including:

  • Assist with hiring needs including job postings and scheduling interviews; other human resources functions, as needed;
  • Assist with printing, compilation, assembly, and distribution of materials for the Board of Trustee quarterly meetings.

General Office Assistance

  • Responsible for the tidying and upkeep of office areas including:
  • Kitchen (including brewing coffee and emptying dishwasher in the morning);
  • Printer stations (tidy and stocked);
  • Shared spaces within the office, such as conference rooms;
  • Assist with day-to-day office support functions;
  • Sort mail and receive and distribute deliveries to the appropriate people;
  • Register guests with building security;
  • Assist with outgoing mail, both express and regular daily mail;
  • Ensure that office and pantry supplies are stocked;
  • Review recurring office operations invoices and submit to Finance department for payment.

 Reception Duties

  • Receive visitors, including Trustees and donors in a courteous, friendly, and professional manner;
  • Receive calls forwarded from our automated system and assist with directing caller to the appropriate party. Screen sales calls and phishing phone calls in a polite and courteous manner;
  • Schedule virtual meetings and send out calendar invitations to meetings as needed;
  • Assist in ensuring all meetings are set-up and started on time;
  • Support conference room services (such as ordering food, supplies, printing materials, room set-up, etc.);
  • Assist with compiling, assembling, and distributing the board books;
  • Support remote employee and visitor needs with regards to desk space and conference space.

Qualifications and Skills

·       Minimum of 2 years’ experience in a dynamic office support role;

·       Demonstrated ability to exercise judgement and discretion; 

·       Friendly and professional demeanor;

  • Exemplary organizational skills;

·       Excellent written, verbal and interpersonal communication skills;

  • A proactive self-starter, who does not wait to be told what to do
  • Excellent time management skills with the ability to juggle multiple tasks simultaneously, establish priorities and meet project deadlines;
  • Proficiency in Microsoft Outlook, Word, Excel, Team, and PowerPoint.

Physical Requirements

·      Frequently sits for long periods of time

·      Frequently speaks, reads, writes and uses a computer keyboard

·      May require occasional standing, walking, lifting up to 20 lbs, stooping, bending, moving files

This job description is not intended to represent a complete, comprehensive list of all duties and responsibilities that may be required in this position. There may be unplanned activities and other duties as assigned.

The Administrative Associate supports the 3 members of the Administrative team (Director of Administration, HR Manger, IT/Facilities Coordinator) and performs reception duties at the midtown headquarters, which is the home office for 30…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    September 7, 2021
  • Application Deadline
    September 1, 2021
  • Education
    High School Diploma Required
  • Professional Level
    Professional

Salary

$50,000 - $60,000Competitive salary

Benefits

Excellent benefits, including generous paid time off and paid holidays.

Excellent benefits, including generous paid time off and paid holidays.

Location

On-site
1350 Broadway, New York, NY 10018, USA

How to Apply

Email your cover letter and resume (including salary expectations) to resumes@osiny.org with “Administrative Associate” and where you saw the job posting in the subject line. Applications will be reviewed on a rolling basis through September 8, 2021. No phone calls, please. The salary range for this position is $50K-$60K, and position in the range will be determined based on experience.

OSI is committed to workplace diversity and inclusion. We recognize that our conservation mission is best advanced by the leadership and contributions of people of all genders, diverse backgrounds, beliefs, and cultures. We encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status, or any other status protected by law.

Email your cover letter and resume (including salary expectations) to resumes@osiny.org with “Administrative Associate” and where you saw the job posting in the subject line…

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