Administrative Assistant in New York, NY

Onsite in  New York, New York.

40 hours/week standard core hours, no OT – standard 9-5, with infrequent need for overtime flexing past 5pm on some days.

Chance for Extension (Y/N): Highly likely to extend to 18 months and likely to convert to FTE in future.

Top 3 Hard Skills Required + Years of Experience

• Minimum 5 years experience with Calendaring in Outlook
• Minimum 4 years experience with Executive support/presence
• Minimum 4 years experience with MS office tools especially PowerPoint and Excel

Duties

• Provides administrative business support primarily for the Senior Business Manager and General Manager of the UNIO team, with travel and expense support for three Senior Directors.
• This role will report to the Senior Business Manager, who they support and assist with the coordinating of the General Manager's schedule. Completes special projects as assigned.
• Coordinates travel arrangements.
• Enforces policies and/or procedures of the defined team(s).

 Skills:

• 4-5 years administrative experience in a fast-paced environment.
• Effective communication and project management skills; willingness to assist members of a team, and ability to relate well with diverse individuals.
• Strong customer service skills, attention to detail, and organizational skills a must.
• Working knowledge of email, scheduling, word processing, spreadsheets and presentation software; with experience using current version of MSOffice (Outlook, Excel, PowerPoint, etc.) preferred.
• May require ability to lift up to 20 lbs., as well as infrequent assistance with minor work-related errands.

Typical Day in the Role

• Purpose of the Team: The purpose of this team is partnering with the United Nations (UN) and Non-profits on global missions to increase sustainability.
• Key projects: This role will contribute to business & administrative support primarily for the team lead and General Manager, with travel and expense support for three Senior Directors. Support will consist of a variety of complex administrative functions including calendar support, coordinating meetings, events, travel arrangements, financial operations, personnel operations, and more team support as required. Will support all levels of management including external business partners.
• This role will help book 1-2 trips per month including potential international travel. These will likely be for short conferences and will not require knowledge of international Visas. The team regularly hosts events, but this role will not be responsible for running or coordinating events. This role is welcome to attend team events. A strong understanding of the fundamentals of Excel and PowerPoint are required.
• Typical task breakdown and operating rhythm: The role will consist of 40% calendar support, 10% expenses and travel, 30% various ad hoc business support, 20% office support.

 Candidate Requirements

• Years of Experience Required: 4+ overall years of experience in the field.
• Degrees or certifications required: No degree is required to be eligible for this role.
• Disqualifiers: Candidates with large unexplained gaps or frequent job hopping will not be eligible for the role. This role is not for former program managers either.
• Best vs. Average: The ideal resume displays a great attention to detail and has a great sense of professionalism and being calm under pressure as this team often works with senior stakeholders and UN ambassadors. The ideal candidate is a masterful problem solver with exceptional communication skills and resourcefulness, ready to take initiative and make a big impact.
• They have a passion for tech and non profits, are ready to make an impact on the world, and have a willingness to learn and ask for help when needed

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