Administrative Assistant, Vice President of Branch Programs and Services

Job Description

Job Description

Description

Overview
The Administrative Assistant will provide administrative support to the Vice President of Branch Programs and Services. The incumbent will be responsible for calendar management, including scheduling meetings in collaboration with other Administrative Assistants and Coordinators across the library.  Also, the incumbent will work very closely with the Vice President as well as the Directors and Associate Directors on special projects and other ad hoc projects. 

Some expectations for this role are that within

1 month , this person will:

• Meet and greet to build relationships with members of the Branch Programs and Services Department as well as other Administrative Assistants and Coordinators across the Library 
• Begin training to use G-suite office: Gmail, Google Docs, Calendar, Spreadsheet, Forms, Presentation, and Workday.  
• Attend monthly meetings to get acclimated with the directors and staff members of the department.

3 months , this person will:

• Built and worked in partnership with other administrative assistants and coordinators across the library
• Trained in and familiar with using database or project management software used at the library
• Meet with the staff members at the President’s Office and other departments across the library. 

6 months and beyond , this person will:

• Have completed training in the following areas: utilizing the calendar management in the office suites as well as composing documents
• Trained in managing purchasing and reimbursement transactions, generating expense reports, and other financial transactions 
• Acclimated and familiar with the Lair and understand the nature of the department including the mission and purpose. 
• Understanding the Administrative Assistant role, including the duties and responsibilities. 

Responsibilities
Reporting to the Vice President of Branch Programs and Services, the Administrative Assistant will serve as the first point of contact for the VP’s office and the entire office suite. Also, the Administrative Assistant will perform a wide range of administrative duties, including maintaining busy calendars, scheduling meetings, financial transactions, phone coverage, ensuring VP arrive to meetings on time, anticipating necessary background material, directions, and other items required for each activity on the schedule, make travel arrangements, and other perform related tasks:

Here are the duties and responsibilities, not limited to

• Produce letters, memoranda, presentations, reports, etc. as necessary; proofread documents for appropriate grammar, punctuation, and spelling 
• Draft and distribute general e-mails to mass groups regarding departmental updates, guidelines and other pertinent information 
• Coordinate the collection, compilation and distribution of various reports, forms and other documents
• Develop and maintain a robust user-friendly paperless filing system 
• Serve as the recording secretary at various meetings
• Execute special ad hoc projects as needed 
• Communicate and correspond clearly and efficiently with internal and external colleagues
• Assist in monitoring department budgets and expenses 
• Manage purchasing, reimbursement, expense reports and other financial transactions for the VP’s office 
• Provide logistical and other support for department events

Required Education, Experience & Skills

Required Education & Certifications

• Bachelors degree and successfully demonstrated administrative experience; or an equivalent combination of education and experience

Required Experience

• Minimum of 2 years experience working as an administrative assistant or related position (preferably in a public library, cultural organization, or non profit organization)
• Minimum of 2 years of experience of supporting an Vice President or Executive Director of an organization

Required Skills

• Impeccable written and oral communication skills
• Excellent research writing, editing and proofreading skills
• Strong time management skills with the ability to handle multiple concurrent projects and assignments with a high degree of accuracy and attention to detail to meet deadlines in a high pressure environment with minimal supervision
• Must be flexible, proactive, resourceful and efficient with a high degree of professionalism and discretion
• Handle sensitive information with care and judgment
• Knowledge of educational programs, community relations and youth development

Managerial/Supervisory Responsibilities
N/A

More...

Core Values
All team members are expected and encouraged to embody the NYPL Core Values:

• Be Helpful to patrons and colleagues
• Be Resourceful in solving problems 
• Be Curious in all aspects of your work
• Be Welcoming and Inclusive

Work Environment

• Office setting
• Public library setting
• Outdoors

Physical Duties

• Limited physical effort is required
• Office setting 

Pre-Placement Physical Required?
No

Union/Non Union
Non-Union

FLSA Status
Non-Exempt

Schedule

• Schedule 9 am to 5 pm, Monday through Friday, some evenings and weekends as required