Receptionist and Administrative Assistant

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. Helmsley endeavors to be forward-thinking in every aspect of his work and will take risks that others cannot or will not take when the risk/reward trades 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 Receptionist and Administrative Assistant, reporting to the Office Manager, acts as Helmsley’s first point of contact with employees and visitors. Responsibilities include addressing internal and external communications (phone, email, video), meeting and greeting visitors, sorting and distributing incoming mail, assisting in planning special events, providing administrative support back-up for teams as needed, and contributing to a smooth-running office.

Essential Duties and Responsibilities

• Receive guests and visitors and alert appropriate personnel upon their arrival.
• Answer all incoming calls and direct them; check main voicemail box and forward messages to appropriate staff.
• Enter incoming guests into building’s security system; verify guests are expected when called from the building’s security desk.
• Provide administrative support coverage across the organization during leaves of absence including, managing calendars, travel, expenses, and correspondence.
• Maintain orderly reception area and conference rooms.
• Maintain Helmsley wide documents such as preparing, reviewing, and ordering business cards.
• Receive mail and distribute appropriately.
• Assist in reconciling monthly vendor invoices.
• Coordinate onsite meetings, including scheduling, catering, and distributing meeting materials.
• Assist with preparing the office for business activities.
• Handling staff requests promptly to ensure a positive experience.
• Participate in Helmsley’s Fire Safety Team.

Desired Qualifications 

• Minimum 3 years of related experience.
• Strong oral and written communications.
• Strong knowledge of Microsoft Office (Word, Power Point and Excel).
• Strong organizational skills and attention to detail.
• Maintaining a positive attitude in all Helmsley initiatives.
• Experience managing multiple priorities effectively.
• Demonstrated ability to exercise independent judgment and initiative.
• Bachelor’s degree or equivalent work experience.
• Strong attention to detail and ability to multitask.
• Ability to stay calm under pressure.
• Previous experience in a customer service role is preferred.

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 collaborating 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
• 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 located 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).

The ability to work and collaborate in person with colleagues at Helmsley’s office is an essential function of this job. The schedule for this position is Monday - Friday, 9:30 AM - 5:30 PM.

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.