Title: Administrative Assistant
Program: Finance
Location: Varick Street
Salary Range: $60,000-$65,000
Program Description:
The Administrative Assistant performs a variety of administrative tasks and supports the Chief Financial Officer in addition to supporting executives from Compliance, Real Estate and Human Resources departments. This individual will be well-organized, have great time management skills, be a proactive problem solver, have an attention to detail, be a team player, and communicate effectively. Ultimately contributing to the efficiency of our business by providing personalized and timely support to executive members and management.
Essential Duties and Responsibilities:
The essential duties of the Administrative Assistant include but are not limited to the following activities:

• Provides administrative task support: which includes calendar maintenance, scheduling meetings, correspondence in both email and letter form and follow up, phone/ voicemail coverage and receiving visitors for the executive
• Manages various staff and committee meetings including supporting agendas, preparatory documents, meeting logistics, post-meeting follow-up, expense reports and more
• Independently conducts research and/or collaborates with colleagues to ensure proper preparation for all meetings and events
• Works closely with each executive to keep them informed of and prepared for upcoming commitments
• Manage and arrange CFO’s flight, hotel, and reservations for events and conferences
• Provide backup timekeeper duties for the Finance department
• Support the Chief Financial Officer with preparation of purchase orders and inquiries to unique transitions, as needed
• Maintain car service accounts (Uber and Carmel Car Service) and payments
• Monitor billing for Waystar, GFP, IPFS, PHLY, EFSP and facilities billing (utilities etc.)
• Provide support with HR functions using ATS to manage interviews, hiring and onboarding new hire for Finance, Compliance and Real Estate departments
• Reconcile AMEX monthly statement for the executives
• Prepare check requests for Real Estate and Finance as needed
• Assist in preparing funding applications when necessary
• Supports the executive in preparation for Board of Trustees and committee assignments and meetings, materials preparation and works with the BoT Liaison
• As a member of the Administrative Pool, and as such, may cover Front Desk Reception/telephones or assist with other administrative projects
• Other duties and projects as assigned by executive members and management

Qualifications:

• Bachelor’s Degree preferred
• 3 – 5 years’ experience - 1-3 years working with Senior/C-level executive a plus
• High level of proficiency in business writing and calendar management required
• Proficiency in current software applications Microsoft Office and Virtual meetings management (Teams, RingCentral etc.)
• Ability to effectively present information and respond to inquiries of a sensitive and confidential nature from board members, donors, staff, and other PRI constituencies.
• Excellent written and oral communication skills, including the ability to edit documents and independently compose correspondence
• Must be cognizant of maintaining the appropriate image in all communication and interaction
• Must have a demeanor by which s/he simultaneously treats others with respect and commands the respect of other

All newly hired Project Renewal staff must provide verification of being fully vaccinated against Covid-19.