Administrative Assistant

Administrative Assistant for Type 1 Diabetes TeamThe Helmsley Charitable Trust seeks an Administrative Assistant for the Type 1 Diabetes team to maintain calendars, schedule meetings, and calls, create and submit expense reports, and make travel arrangements (international and domestic), including ground transportation, flights, hotels, and other conference accommodations for the T1D program staff. Coordinate logistics for on and off-site meetings, including but not limited to scheduling, catering, travel arrangements, gathering and distributing meeting materials, and technical support.Helmsley's Type 1 Diabetes (T1D) Program is dedicated to helping the global T1D community live safer, better, and more fulfilling lives today while funding advancements in research and technology for a better tomorrow. To make this vision a reality, our T1D program takes bold but informed risks to support researchers developing new therapies and interventions that can treat, prevent, or delay the disease. We are committed to equitable, affordable access to the tools that can help people with T1D achieve better outcomes. Every day counts for people with T1D and their support network, which is why we build collaborative partnerships to expand the availability of resources to these communities.To date, the program, which has rapidly become the largest private foundation funder in T1D, has made over 840 grants committing $1.1 billion. We are now increasing our efforts to ensure that proven treatments, management techniques, and therapies are available to all who need them wherever they live in the world.Essential duties and responsibilities include:Maintain calendars, schedule meetings and calls, create and submit expense reports, and make travel arrangements (international and domestic), including ground transportation, flights, hotels, and other conference accommodations for the T1D program staff.Coordinate logistics for on and off-site meetings, including but not limited to scheduling, catering, travel arrangements, gathering and distributing meeting materials, and technical support.Facilitate and monitor Helmsley's signature process from senior staff on necessary documents.Serve as main contact to contractors, vendors, and grantees to handle reimbursements, invoices, contracts, and other general inquiries.Coordinate with accounting, grantees and/or consultants, to ensure timely processing of invoices, contracts, and other time sensitive documents.Organize and maintain grantee and proposal files; assist in keeping central files current.Work closely with office operations to register guests, coordinate A/V needs for teams, provide international travel information and be overall point of contact for appointed T1D program staff.Assist in program research and data gathering.Assist other staff members on an ad-hoc basis during peak seasons and perform other duties as required.Desired qualifications include:Bachelor's degree or equivalent work experience (minimum 3 years as an administrative assistant)Attention to detail and strong work ethic is critical.Must have excellent interpersonal, communication, and organizational skills.Must have the ability to work effectively with a large team.Must be able to work independently.Must be able to work under pressure and prioritize multiple deadlines.Requires strong writing, grammar, proofreading, and editing ability.Proficiency in Microsoft Outlook and Word required.Familiarity with Excel and PowerPoint strongly preferred.Familiarity with Concur preferred but not required.Familiarity with foundations and/or the nonprofit sector a plus.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 working 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 familiesGenerous 401(k) employer contributionHybrid work schedule (up to two remote days a week)23+ paid vacation and sick days13+ paid holidaysEnd of year office closureSummer FridaysTuition reimbursementPersonal and team professional development opportunities