Administrative Assistant

Job Type

Part Time Temporary




New York
New York
United States


Global HerStory Summit Administrative Assistant

FLSA Classification: Non Exempt

Reports to: HerStory Manager & Team Lead

Starting rate: $/hr depending on experience

This position is part-time and temporary (June - October). Applicants must be based in New York for the full term, as well as being available full-time and in-person in New York from September 24 - October 13th. 

We are looking for a competent, New York-based Administrative Assistant to provide administrative support for the organization during the planning and implementation of an annual five day conference in New York City. Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient logistical planning and execution of the event. This role supports the project manager, project team leads and support team members through a variety of tasks related to organization logistics and communication. 

This role will be responsible for some confidential and time sensitive material and will need to effectively communicate via phone and email ensuring that all duties are completed accurately and delivered with high quality and in a timely manner. This role will also need to rely on experience and judgment to plan and accomplish goals and a degree of creativity and critical problem solving is expected. 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Functions: Organizational Administrative Assistance

Maintain updated events and important dates calendar on Master Google Calendar 

Support internal communications with and across teams and organizations including electronically filing partner documentation 

Manage relationships with vendors for event as needed (airlines, hotel / hostel staff, translation support, additional venues, caterers, IT, maintenance, etc.) and make calls to gather details, follow-up and confirm contracts 

Order and pickup project and program supplies (materials, food, printing) for event and communicate with staff to ensure all needs are met

On occasion, organize and transport supplies to event site(s) to support programming and/or team

Facilitate and conduct walkthroughs of meeting and event spaces 

Oversight and organization of of swag, printed materials and collateral inventory

Support the expense reporting process and event budget maintenance including collecting, filing and scanning receipts 

Required Skills

Bachelor’s degree preferred

Experience working in diverse or international environments preferred

Experience working with youth preferred

Proficiency in MS Office and Google Suite (Gmail, Google Calendar, Drive, etc.) 

Ability to analyze and revise operating practices and processes to improve efficiency

Detail oriented and comfortable working in a fast-paced office environment

Exceptional communication skills and ability to work well with a collaborative team 

Superior organization skills and dedication to completing projects in a timely manner

How to Apply: Submit your current resume and cover letter to Applicants will be reviewed on a rolling basis, and contacted via email to schedule an interview if selected.

Professional Level

None specified

Minimum Education Required

4-year degree

How To Apply