Part Time Temporary
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
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 email@example.com. Applicants will be reviewed on a rolling basis, and contacted via email to schedule an interview if selected.
Minimum Education Required