Administrative Assistant

Department: 988

Reports to: 988 Administrative Manager

Location: Remote Schedule: 9:00 AM -5:00 PM EST, Monday - Friday

Hourly Range: $27.42 - $32.97

Formerly the Mental Health Association of New York City (MHA-NYC), Vibrant Emotional Health’s groundbreaking solutions have delivered high-quality services and support, when, where, and how people need it for over 50 years. Through our state-of-the-art technology-enabled services, community wellness programs, and advocacy and education work, we are building a society in which emotional wellness can be a reality for everyone.

Position Overview: The 988 Administrative Assistant performs a variety of administrative duties for the 988 Lifeline executive leadership and program staff of the 988 Suicide & Crisis Lifeline (a network of some 200+ independently-owned crisis centers across the country) and related subnetworks. Reporting to the 988 Administrative Manager, the 988 Administrative Assistant is responsible for supporting these top executives -- along with their busy departments -- by ensuring the efficient organization and completion of administrative support using formalized, agreed-upon procedures. The successful candidate must have excellent communication skills, work independently on projects through to completion as well as collaboratively with 988 admin teammates and have the ability to regularly foresee upcoming events and outcomes and take comprehensive, appropriate action beforehand.

Duties/Responsibilities:

- Provides detailed, organized hands-on administrative support using established, transparent, systematic procedures for the 988 Lifeline executive leaders and their teams. - Conducts scheduling and calendar management support for the 988 Lifeline executive leadership. - Supports the 988 Administrative Manager with all 988 Lifeline executive leadership credit card account reconciliations. Collaborates with the Finance team on this process according to Finance protocols and monthly deadlines. - Collects receipts, codes and reconciles monthly credit card statements for the executives using the agency’s expense management platform. - Delivers travel logistics support for the executives, including flights and hotel accommodations using the agency’s travel procedures. Prepares required documentation and travel packets. Organizes and tracks all executive travel on the 988 administration team’s Asana board. - Takes meeting minutes and distributes.

Required Skills/Abilities:

- Robust ability to be forward thinking and proactive, rather than taking a reactive approach - Excellent verbal, written and computer skills. - Effective time management, detail oriented, project coordination and organizational skills. - Strong customer-service orientation and the ability to work effectively with all levels of internal leadership and staff, as well as consumers and external partners. - Ability to work collaboratively and closely within the 988 administrative team as well as cross-functionally with other 988 Lifeline departments. - Ability to be flexible and versatile in a changing work environment while maintaining effectiveness and efficiency. - Advanced skills with MS Office, including Word, Excel, Outlook, Zoom and other platforms.

Required Qualifications:

- 2 - 3 years of experience as an assistant or related position. - Superior multi-tasking skills while working well under pressure. - Associate’s Degree, with coursework in Business Administration required. - Bachelor’s degree in Business Administration preferred. - Certified Administrative Professional or related credential is a strong plus. - Candidates will be asked to share a sample of work performed in Excel and a writing sample. - Tri-state area residents are a plus.

Physical Requirements:

- Mostly sedentary work; using standard office equipment including: a computer, keyboard, mouse and telephone. - Must be comfortable and able to sit at a desk for up to a few hours at a time, depending on the duration - and needs of the interaction. - Ability to respond to telephones and other auditory stimulation.

We determine base pay through a comprehensive review of skills, experience, education, certifications, geographic location, and other relevant factors. The range listed reflects the compensation parameters for the role and does not represent the full compensation package. A complete overview of compensation and benefits will be provided by the Talent Acquisition team during the hiring process.

Full time employees will be eligible for excellent comprehensive benefits, including medical, dental, vision, supplemental income insurance, employer paid disability insurance, employer paid life insurance, pre-tax FSA for medical and dependent care, and 401K available.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. Vibrant will consider any equivalent combination of knowledge, skills, education and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

Vibrant Emotional Health is an equal opportunity employer. Applicants are considered for positions without regard to veteran status, uniformed service member status, race, creed, color, religion, gender, gender identity, sex, sexual orientation, citizenship status, national origin, marital status, age, physical or mental disability, genetic information, caregiver status or any other category protected by applicable federal, state or local laws.

Please be aware that fictitious job openings, consulting engagements, solicitations, or employment offers may be circulated on the Internet in an attempt to obtain privileged information, or to induce you to pay a fee for services related to recruitment or training. Vibrant does NOT charge any application, processing, or training fee at any stage of the recruitment or hiring process. All genuine job openings will be posted on our careers page and all communications from the Vibrant recruiting team and/or hiring managers will be from an @vibrant.org email address.