Administrative Assistant, Type 1 Diabetes

Organization

The Leona M. and Harry B. Helmsley Charitable Trust (“Helmsley”) is a global philanthropy driven by a vision of building better futures for people by increasing access to healthcare, advancing new research and ideas, and improving the quality of everyday life. Helmsley strives to make a meaningful impact in its focus areas, matching its significant financial assets with a rigorous and results-oriented approach. Helmsley is committed to close and productive partnerships with its grantees, as well as with other funders and impact players in government, academia, and the private sector who share its interests and goals. Above all, Helmsley endeavors to be forward-thinking in every aspect of its work and will take risks that others cannot or will not take when the risk/reward trade-off warrants.

Since 2008, when Helmsley began its active grantmaking, it has committed more than $4.5 billion. For more information on Helmsley, please visit https://helmsleytrust.org/.

Position Summary

The Helmsley Charitable Trust seeks an Administrative Assistant for the Type 1 Diabetes team to maintain calendars, schedule meetings, and calls, create and submit expense reports, and make travel arrangements (international and domestic), including ground transportation, flights, hotels, and other conference accommodations for the T1D program staff. Coordinate logistics for on and off-site meetings, including but not limited to scheduling, catering, travel arrangements, gathering and distributing meeting materials, and technical support.

Program Description 

The Type 1 Diabetes (T1D) Program began grant making in 2009, and it is committed to improving the lives of all people with type 1 diabetes by identifying interventions to prevent and delay the disease, and through investing in novel approaches to improving outcomes. We partner with key players across the T1D ecosystem – people with T1D, health care providers, researchers, caregivers, other funders, government agencies, pharmaceutical companies, device makers, insurers and grassroots and community organizations – to accelerate the development of devices, therapies and services that ease the burden of living with T1D globally. To date, the program, which has rapidly become the largest private foundation funder in T1D, has made close to 500 grants totaling more than $540 million. We are now increasing our efforts to ensure that proven treatments, management techniques, and therapies are available to all who need them wherever they live in the world.

Essential Duties and Responsibilities

• Maintain calendars, schedule meetings and calls, create and submit expense reports, and make travel arrangements (international and domestic), including ground transportation, flights, hotels, and other conference accommodations for the T1D program staff.
• Coordinate logistics for on and off-site meetings, including but not limited to scheduling, catering, travel arrangements, gathering and distributing meeting materials, and technical support.
• Facilitate and monitor Helmsley’s signature process from senior staff on necessary documents.
• Serve as main contact to contractors, vendors, and grantees to handle reimbursements, invoices, contracts, and other general inquiries.
• Coordinate with accounting, grantees and/or consultants, to ensure timely processing of invoices, contracts, and other time sensitive documents.
• Organize and maintain grantee and proposal files; assist in keeping central files current.
• Work closely with office operations to register guests, coordinate A/V needs for teams, provide international travel information and be overall point of contact for appointed T1D program staff.
• Assist in program research and data gathering.
• Assist other staff members on an ad-hoc basis during peak seasons and perform other duties as required.

Desired Qualifications

• Minimum 3 years’ experience as an administrative assistant.
• Attention to detail and strong work ethic is critical.
• Must have excellent interpersonal, communication, and organizational skills.
• Must have the ability to work effectively with a large team.
• Must be able to work independently.
• Must be able to work under pressure and prioritize multiple deadlines.
• Requires strong writing, grammar, proofreading, and editing ability.
• Proficiency in Microsoft Outlook and Word required.
• Familiarity with Excel and PowerPoint strongly preferred.
• Familiarity with Concur preferred but not required.
• Familiarity with foundations and/or the nonprofit sector a plus.
• Bachelor’s degree or equivalent work experience (minimum 3 years as an administrative assistant)

Salary, Health, Well-being, and Living Our Mission

Helmsley is dedicated to creating stronger, healthier futures for communities in the U.S. and around the world. Helmsley colleagues are intelligent, creative, forward thinking, and strongly committed to working productively with each other and with our grantee partners. Each was drawn to Helmsley by the same opportunity: to help build this young organization into a leading global charitable institution that will drive meaningful and measurable positive change in lives throughout the U.S. and around the world for years to come.

Helmsley is committed to offering competitive and equitable compensation commensurate with experience. The targeted starting salary range for this position is $73,000-$81,100.

Comprehensive benefits currently offered to employees (subject to change) include:

• Employer-paid medical, dental, and vision for employees and their families
• Generous 401(k) employer contribution
• Hybrid work schedule (up to two remote days a week)
• 23 paid vacation and sick days
• 13 paid holidays
• End of year office closure
• Summer Fridays
• Tuition reimbursement
• Personal and team professional development opportunities

Application Information

To apply for this position, please submit a cover letter and resume (in Word or PDF format) to the posting listed on the Helmsley Career Page. If a reasonable accommodation is needed to participate in the job application process, please contact HR@helmsleytrust.org.

The position is based at Helmsley’s main office in New York City. Only those selected for an interview will be contacted. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

All persons hired must be authorized to work in the U.S. without the need for employment-based visa sponsorship now or in the future. Helmsley will not sponsor applicants for U.S. work visa status for this opportunity (no sponsorship is available for H-1B, L-1, TN, O-1, E-3, H-1B1, F-1, J-1, OPT, CPT or any other employment-based visa).

Except when working remotely as permitted by Helmsley’s temporary hybrid work policy, the ability to work and collaborate in person with colleagues at Helmsley’s office is an essential function of this job.

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job.  They are not intended to be an exhaustive list of all responsibilities and activities required for the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Helmsley provides equal employment and promotional opportunities to all employees and applicants for employment based upon individual capabilities and qualifications without regard to race, color, religion, sex, gender identity, pregnancy, sexual orientation, age, national origin, marital status, citizenship, disability, veteran status, or any other protected characteristic as established under law.