Administrative Assistant

Job Description

Job Description

Children’s Tumor Foundation

Job Title: Administrative Assistant
Department: CEO

Reports To: Chief of Staff

Location: New York/hybrid

Wage Category: Non-Exempt

The Children’s Tumor Foundation (CTF) is not a traditional research foundation. We operate as a patient-centered drug discovery engine for NF, a group of genetic conditions that cause tumors to grow on nerves affecting 1 in 2,000 individuals. We operate by accelerating the full continuum of scientific discovery, from basic research through translation to clinical trials and approved treatments — while empowering patients and building the financial infrastructure to support that journey. We catalyze progress by uniting academia, industry, regulators, and patient advocates around shared goals.

General Summary

The Administrative Assistant reports to the Chief of Staff to provide overall support to the CEO, and assists with various tasks.

The Administrative Assistant is responsible for providing administrative and logistical support to the Chief of Staff and CEO and occasionally to other members of the executive team . This fast-paced position requires a service mindset and the ability to manage multiple workstreams simultaneously. The Administrative Assistant requires both attention to detail and flexibility to move from project to project. They are exceptionally professional and a clear communicator, both in speaking and writing, highly organized and able to collaborate across departments and maintain confidentiality.

Principal Duties & Responsibilities

Executive Support (CEO and Executive Team)

• Manage, coordinate, and optimize the CEO's calendar, appointments, meetings, and travel, ensuring priorities are protected and competing demands are well-managed.

• Arrange domestic and international travel, itineraries, logistics, and accommodations with attention to executive preferences and priorities.

• Provide scheduling support to ELT members as directed by the Chief of Staff.

• Maintain discretion and handle sensitive information with utmost confidentiality

Office and Administrative Operations

• Oversee day-to-day operations of the NYC office, including preparing meeting spaces, managing keys, and maintaining inventory of supplies.

• Manage the NYC storage unit, including inventory and coordination of materials.

• Serve as backup in mail collection and distribution rotation.

• Coordinate with vendors and service providers as needed.

Communications & Information Flow

• Serve as a professional, warm, and informed first point of contact for internal and external stakeholders.

• Answer and route phone calls and manage the voicemail inbox.

• Draft, proofread, and edit communications to ensure accuracy, clarity, and brand consistency, as needed.

• Support internal communications by preparing reminders, updates, and follow-up messages as needed.

• Uphold high customer service standards while representing CTF as a brand ambassador.

Project & Operations Support

• Assist the Chief of Staff and Event Operations team in coordinating cross-departmental projects and initiatives, as needed.

• Support organization-wide meetings, events, and initiatives, including logistics, materials, catering, or on-site coordination.

Additional duties as required.

Knowledge, Skills and Competencies

• Ability to successfully complete critical aspects of deliverables with hands-on approach.

• Strong organizational skills to effectively manage and prioritize multiple tasks seamlessly with precise attention to detail.

• Strong communication skills, including verbal, written, and email correspondence.

• Demonstration of professionalism and positivity.

• Ability to adapt quickly in a dynamic environment.

• Anticipate the needs of Leadership.

• Creative mindset, collaborative spirit, and team member approach.

• Excellent customer service to CTF stakeholders, acting as a CTF Brand Ambassador.

• Discretion in working with confidential information.

Minimum Qualifications

• Bachelor's Degree or equivalent combination of education and experience.

• One (1) year of relevant professional experience working in a non-profit organization or administrative support role is preferred.

• Strong written and verbal communication skills. Mature and professional demeanor.

• Excellent attention to detail and strong organizational skills.

• Ability to manage multiple tasks successfully and meet deadlines effectively.

• Working knowledge of Google Suite; MS Office [Word, Excel, PowerPoint]; Adobe Acrobat.

• Highly empathetic and motivated to understand the needs and challenges of others and support them with a service mindset.

• Outstanding problem-solving skills.

• Ability to be both a team player and work independently as needed.

Working Conditions, Equipment Used and Special Information

Must have unimpeachable integrity and trustworthiness and possess a high degree of tact, discretion and professionalism. Verbal and written communication skills will be used daily. Maintains effectiveness under pressure. Ability to lift 25 lbs. Flexible for overnight business travel (estimate 2-3 trips per year).. Flexible to work evenings and weekends as needed. Travel to two yearly conferences - some lifting/physical exertion required, long hours over several days.

Equal Employment Opportunity

CTF and ADP provide equal employment opportunities to all employees and applicants in all Foundation facilities without regard to race, color, religious creed, sex, national origin, ancestry, citizenship status, pregnancy, childbirth, (or related medical conditions, including, but not limited to lactation), physical disability, mental and/or intellectual disability, age, military status or status as a Vietnam-era or special disabled veteran, marital status, registered domestic partner or civil union status, gender (including sex stereotyping and gender identity or expression), medical condition (including, but not limited to, cancer related or HIV/AIDS related), genetic information, or sexual orientation in accordance with applicable federal, state and local laws. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.