The Administrative Assistant is responsible for assisting and supporting the Executive Director and Human Resource Director with scheduling, organization and administrative tasks.

Specific Requirements:

This is a full-time shift position scheduled between the hours of 9am-5pm. Staff may be asked to adjust their work schedule depending on the operational needs of the site.

Primary Responsibilities:

• Work directly with the ED and HRD to support all aspects of their daily work routine.
• Maintain the ED’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements.
• Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the ED, staff and the public by fielding and/or phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Coordinate work with other the Council staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Provide coordination, monitoring, and communication of projects and programs.
• Assist in project management activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.
• Serve as a primary point of contact between the the Program Directors and the ED/HRD.
• Assist the ED or HRD in the development of presentations and white papers for internal and external audiences.
• Determine priority of matters of attention for the ED; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the ED advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the ED’s signature.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports and submit to Finance Department.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Perform other duties as assigned by the ED and HRD.

Minimum Qualifications:

• Bachelors required.
• Exceptional demonstrated writing proficiency.
• Preferred experience in assessment, direct practice, counseling, supervision, community outreach, group leadership, and program development.
• Exceptional interpersonal skills, with the ability to balance compassion and firmness while respecting the unique experiences of asylum seekers.
• Proficiency in navigating asylum-specific community resources and understanding the complexities of the asylum process.
• Strong problem-solving abilities, decision-making skills, conflict resolution expertise, and active listening.
• Capacity to remain composed in crisis situations.
• Demonstrated ability to collaborate effectively with diverse groups.
• Proven capability to manage multiple tasks efficiently under pressure.
• Outstanding organizational skills, attention to detail, and efficiency.
• Possessing maturity, integrity, and sound judgment.

Essential Skills and Qualifications:

• A detail-oriented self-starter with prior experience in the financial services industry or with a technology team
• Someone who exhibits sound judgment with the ability to prioritize and make decisions
• Energetic and eager to tackle new projects and ideas
• Comfortable interacting with high-level executives
• A team player capable of cultivating productive working relationships across the firm
• Resourceful, can-do attitude
• Thrives in a fast-paced environment
• Punctual
• Knowledge of MS Suite, Google Suite, and other database programs.

Job Type: Full-time

Pay: $45,000.00 - $60,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

People with a criminal record are encouraged to apply

Ability to Relocate:

• Bronx, NY: Relocate before starting work (Required)

Work Location: In person