Administrative Team, Assistant

Administrative Team Assistant

The Administrative team is composed of the following departments: Human Resources, IT, Office Operations, Building Management, and general business operations. Reporting to the Fund's Vice President, Administration, the Administrative Team Assistant provides high-level and confidential administrative support to the human resources team and functions and supports other areas of administration and operational functions of the organization.

Specific responsibilities include:

• Providing quality administrative assistant support to the VP, Administration which includes scheduling appointments, telephone, and travel; managing a year-round schedule of internal and external meetings, arranging travel plans, fielding telephone calls and other inquiries; maintaining accurate calendars and appointment schedules, and anticipating and coordinating all briefing materials for VP.
• Supporting the VP Administration with general business operations, including providing support in the annual updates of the business continuity plan, tracking regulatory requirements, ensuring business insurances are paid timely and other requests as directed by the VP, Administration.
• Documents and correspondence management - responsible for understanding and managing large flow of documents within the HR team and other key areas of the administrative team.
• Budgeting and expense reconciliation; reconcile VP's Amex expenses. Assist with the annual budgeting process and the management of large sets of sensitive employee data.
• Assisting HR Specialist with full cycle HR responsibilities including recruitment efforts, onboarding, and terminations, open enrollment, handling scheduling, enrollment collection and employee reminders, payroll, managing inquiries from current and retired employees; and billing.
• Supporting the HR team with administrative responsibilities including maintaining HR files for active and inactive employees; assisting with preparation for meetings, and providing support for annual audits, planning, and assisting with other special projects.
• Tracking and managing professional development, staff training and opportunities; develop and oversee an internal mentorship program.
• Supporting the annual performance appraisal process; training employees in Lattice performance management software tool.
• Providing support to other administrative team members including Manager, Office and Building Services, IT, building management, and office of the COO, as requested.

Core competencies and qualifications include:

• Minimum of two (2) years related experience. A combination of education and/or experience equivalent to a bachelor's degree.
• Experience in human resources and performance management systems is strongly preferred.
• Self-motivated and highly organized with excellent project management skills.
• Effective communicator who can build trusted relationships and work effectively with individuals at all professional levels with the organization.
• Ability to work independently as well as collaboratively as part of a multidisciplinary team.
• Functions well with minimal supervision and delivers quality outcomes under pressure and deadlines.
• Intellectually curious and applies learnings to work.
• Self-aware professional who conveys a reliably calm demeanor, handling confidential information with discretion and sound judgement.
• Strong technology skills; able to quickly learn and operate various software, apps and programs. Must have strong Microsoft Office skills. An elevated level of competence with PowerPoint and Excel is essential.
• A talent for providing outstanding customer service and a good sense of humor.
• Strong communicator with excellent written and verbal skills.

Location: Position is based out of our NYC location

Salary: The salary range for this position is between $60,480 and $75,600.