Office Assistant

The Alfred P. Sloan Foundation is a not-for-profit, mission-driven grantmaking institution dedicated to improving the welfare of all through the advancement of scientific knowledge. Established in 1934 by Alfred Pritchard Sloan Jr., then-President and Chief Executive Officer of the General Motors Corporation, the Foundation makes grants in four broad areas: direct support of research in science, technology, engineering, mathematics, and economics; initiatives to increase the quality, equity, diversity, and inclusiveness of scientific institutions and the science workforce; projects to develop or leverage technology to empower research; and efforts to enhance and deepen public engagement with science and scientists.

The Alfred P. Sloan Foundation seeks a highly motivated and well-organized individual with a minimum of 2-3 years of work experience to join the Foundation as Office Assistant, based in our offices at Rockefeller Center in New York City.

JOB SUMMARY

This is a great opportunity for someone who wants to start their career in the Foundation / Non-Profit world in an administrative position with a wide variety of duties. Attention to detail, being proactive, and not letting things fall through the cracks are key components of success.

DUTIES AND RESPONSBILITIES

• Acts as the point of contact for staff with general questions/needs
• Manages telephone and visitor traffic and office services
• Plans logistics (catering, conference calls, attendance) for weekly senior staff meeting
• Plans logistics (flowers, catering, mailing, waitstaff, supplies) for quarterly Board of Trustees Meetings
• Promptly answers all incoming calls and responds to all routine inquiries
• Handles incoming and outgoing mail and signs for deliveries. Sorts, routes, and notifies recipients as appropriate. Assists staff with delivery and messenger services (FedEx, UPS, Avant Messenger)
• Registers guests with building security
• Ensures that the reception area is staffed at all times during business hours
• Maintains a routine/weekly account of current activities, tasks, and projects for the Administrative Team
• Assists with new hires and separations (welcome and farewell events, providing instruction on administrative procedures for onboarding)
• Ensures that all common areas of the office are organized, operational, and presentable
• Orders and restocks supplies, including office and copy room supplies, snacks and beverages for the pantry
• Maintains relationship with outside vendors, such as building property management and security, repair contractors, caterers, suppliers, and services
• Drafts, mails, and files grant proposal declination correspondence
• Collects receipts for purchases, processes incoming invoices, and reconciles credit card statements
• Maintain on-site office equipment (copiers, coffee machines, refrigerators, microphones, and other equipment as necessary)
• Assists with Safety and Emergency Planning (manages front door locking schedule, notifies staff of local events where there may be high security, maintains emergency Go Bags, registers security cards, checks AED monthly, coordinates fire extinguisher check annually)
• Assist the Director of Human Resources and Administration with HR activities, as directed
• Supports human resources function in all areas of recruitment including posting job vacancies, reviewing resumes, and scheduling interviews

KNOWLEDGE, SKILLS & ABILITIES

• 2-3 years related work experience
• Organized, detail-oriented
• Punctual
• Ability to multitask and excellent time management skills
• Team player with ability to self-motivate and willingness to communicate and take on new responsibilities
• Understand the importance of accountability
• Written and verbal communication skills
• MS Excel, Word, Outlook

The Alfred P. Sloan Foundation offers competitive compensation and benefits, commensurate with experience.

The person who will fill this role will be expected to work in the office Monday – Thursday and may work remotely on Fridays.

The Foundation strongly encourages applications from people of color, people from working class backgrounds, women and LGBTQ people, and members of other marginalized communities.