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Administrative Assistant, Executive Office

Híbrido, O trabalho pode ser executado em ou perto de New York, NY

Detalhes

Tipo de Emprego:Tempo Integral
Educação:Ensino Superior Requerido
Compensação:USD $30,29 - $42,31 / hora

Descrição


Helen Keller JOB ANNOUCEMENT


Administrative Assistant, Executive Office

(NYC metro area preferred; other locations where Helen Keller can support employment will be 

considered)


Guided by the remarkable legacy of our co-founder, Helen Keller, Helen Keller Intl partners with 

communities striving to overcome longstanding cycles of poverty. By delivering the essential 

building blocks of good health, sound nutrition and clear vision, we help millions of people create 

lasting change in their own lives. Working in more than 20 countries – across Africa, Asia, Europe 

and the United States – and together with a global community of supporters, we work to ensure every 

person has the opportunity – as Helen did – to reach their true potential.


The New York office of Helen Keller is seeking an Administrative Assistant to work within the 

Executive Office to provide administrative and logistical support to the President and CEO, the 

Executive Management Team, and the Board of Trustees.


Reporting to the Executive Office Administrator, they will streamline the workload of the CEO and 

the Board by coordinating and facilitating meeting logistics; scheduling and preparing materials 

for internal and external meetings and events; drafting and maintaining corporate records; 

arranging travel; and implementing day-to-day operational tasks such as processing and monitoring 

expenses.


In partnership with the Executive Office Administrator, they will facilitate information flow among 

all the above parties and global staff in support of Helen Keller’s commitment to transparent 

management processes.


This fast-paced position will require someone with a service mindset who is adept at managing 

multiple work streams simultaneously. This position requires strong organizational abilities, a 

high level of attention to detail, and flexibility to move from project to project. This position 

will require someone who is able to collaborate across departments and maintain diplomacy and 

confidentiality.


Key Responsibilities

•     Gather and organize materials from multiple stakeholders for meetings, projects, and events, 

and keep the process on track for timely distribution.

o  Coordinate process by preparing ticklers and checklists; keeping all stakeholders appraised of 

the schedule; tracking receipt; and sending reminders.

o  Format materials, as needed, and collate in PDF binders.

•     Coordinate the logistics of meetings of the Board of Trustees and assigned committees, and 

the Executive Management Team, as well as occasional Board dinners, retreats, and other events.

o  Schedule and set up virtual and/or physical meeting rooms with appropriate seating arrangements;

o  Distribute materials before and after meetings;

o  Arrange catering as needed;

o  Liaise with Information Technology team and help set up audio visual equipment for in-person 

meetings;

o  Troubleshoot technical issues related to virtual meeting rooms; and

o  Attend meetings and take minutes, as assigned.



•     Partner with the Executive Office Administrator to record and organize Board metrics related 

to the Strategic Plan and good governance practices. This includes both annual Strategic Metrics 

updates, and routine updates on Board and executive management databases and communication sites, 

such as listservs, virtual handbooks, attendance lists, and the board website.

•     Track and maintain the records of all Board and committee meeting frequency and members’ 

attendance.

•     Facilitate the onboarding of new Trustees: schedule and track orientation meetings, provide 

and distribute orientation materials, coordinate assignment of required compliance trainings, and 

keep track of progress.

•     Research and book travel arrangements for CEO travel, arrange for procurement of visas, and 

other necessary travel logistics, as needed.

•     Support Board trips to the field. This includes preparation and tracking of Board member 

travel  information,  working  closely  with  the  relevant  country  office  to  develop  pre-trip 

informational packets, and responding to board member and country office questions and concerns.

•     Prepare and reconcile monthly expense reimbursements, credit card reports, travel expense 

reports and invoices for the CEO and the department.  May be asked to support some members of the 

EMT.

•     Review budget versus actuals reports; flag variances for review by Administrator and/or CEO.

•     Receive and sort mail, respond to emails, and prepare correspondence.

•     Handle guest administration and greet guests to the President’s office.

•     Organize and maintain hard and virtual file systems.

•     Continuously look for ways to improve efficiency of day-to-day tasks.

•     Special projects (developing surveys, conducting research, etc.) and other duties, as 

assigned.


Required Qualifications/Competencies

•     Minimum of a Bachelor’s degree plus 3-5 years administrative experience supporting a senior 

executive, or equivalent combination of education and experience.  Experience in an international 

organization and/or in a non-profit setting highly preferred.

•     Outstanding time management and organizational skills including keen attention to detail with 

ability to track multiple projects at one time.

•     Strong interpersonal skills including ability to interact with individuals from diverse 

backgrounds and to handle confidential matters with discretion and judgment.

•     Experience liaising with Board members and/or senior staff, coordinating related meetings, 

and taking minutes.

•     Strong written and oral communication skills, including the ability to:

o  Effectively respond to questions from groups of managers, partner organizations, donors, and the 

general public; and

o  Synthesize complex and sensitive material and record information accurately and appropriately.

•     Excellent computer literacy including hands-on knowledge of:

o  Microsoft Office, including Outlook, Word, Excel, and SharePoint Sites, or equivalent;

o  Using spreadsheets to track and analyze information;

o  Navigating and using the Internet effectively;

o  Online scheduling polls and survey platforms (i.e., survey monkey, doodle poll etc.); and

o  Willingness and ability to learn new software.


•     Ability to maintain in-house data repositories to facilitate information sharing that 

incorporate searchable documents and calendars.

•     Experience with international travel planning a strong plus.

•     French language skills a plus.

•     Collaborative, flexible and solution oriented.

•     Demonstrable respect for all persons regardless of religion, ethnicity, class or gender, with 

a high comfort level working in a diverse environment with a demonstrated commitment to high 

professional ethical standards.

•     Commitment to Helen Keller’s mission and goals and the values embodied by our co- founder: 

compassion, rigor; grit, and integrity.

•     Helen Keller Intl requires all staff to be fully vaccinated against COVID-19, whether or not 

they have had COVID.

•     Ability and willingness to flex work hours to accommodate multiple time zones. Core work 

hours are expected to follow Eastern Standard Time (US).

•     This full-time position requires at least two days per week onsite at Helen Keller’s NYC 

location.


Compensation

This is full-time regular non-exempt. (overtime eligible) position.  The hourly rate ranges from a 

minimum of $30.29 to $42.31 per hour (or $63,000-$88,000 for a 40-hour work week).  Actual base 

wage will vary based upon, but not limited to, relevant skills and experience and considerations of 

internal equity.  Employee will be eligible for overtime pay (at time and a half per hour) when 

they work over 40 hours in a week.


To Apply

Qualified candidates should submit a cover letter and resume to hki.recruitment@hki.org 

Applications will be accepted until the position is filled.


In the spirit of our founder and namesake, Helen Keller is dedicated to building an inclusive workforce where diversity in all its forms is fully valued.


We are an Equal Opportunity Employer where all qualified applicants will receive consideration for 

employment without regard to race, color, religion, sex, national origin, age, sexual orientation, 

gender identity, genetic information, disability, or protected veteran status.


We are committed to providing reasonable accommodation to individuals with disabilities. If you are a qualified individual with a disability and need to request an accommodation during the

please contact us at the email above or call: +1 646-356-1789.



Helen Keller JOB ANNOUCEMENT


Administrative Assistant, Executive Office

(NYC metro area preferred; other locations where Helen Keller can support employment will be 

considered)


Guided by the remarkable legacy of our co-founder, Helen…

Localização

Híbrido
O trabalho pode ser executado em ou perto de New York, NY
New York, NY, USA

Como se inscrever

To Apply

Qualified candidates should submit a cover letter and resume to hki.recruitment@hki.org Applications will be accepted until the position is filled.

To Apply

Qualified candidates should submit a cover letter and resume to hki.recruitment@hki.org Applications will be accepted until the position is filled.

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