FULL-TIME ADMINISTRATIVE PROFESSIONAL

Administrative Assistant

New York City / National Staff Status: Full-Time / Non-Exempt / Hybrid Reports to: Manager, Regional and Strategic Operations Salary Range: $55,000-60,000/annualized ($26.4528.85/hour)

The Administrative Assistant supports the Office of the President-Elect by providing high-quality administrative and operational coordination. Reporting to the Manager, Regional and Strategic Operations (Manager), this role plays a critical part in ensuring the efficiency, organization, and effectiveness of the President-Elect's day-to-day operations.

This position goes beyond traditional administrative support, requiring strong organizational judgment, attention to detail, and the ability to proactively manage scheduling, reporting, and communications. The Administrative Assistant will, as directed by the manager, serve as a point of coordination across internal teams and external partners, helping to ensure that priorities are executed smoothly and deadlines are met.

Primary executive support is provided to the President-Elect, with supplemental coverage for the Office of the CEO, as assigned by the Manager.

Executive Administration & Communication 50%

Coordinate all logistics related to meetings, including scheduling, confirmations, and preparation of materials

Coordinate travel logistics and itineraries for the President-Elect, in collaboration with the Manager

Coordinate across teams to align schedules, communications, and materials

Provide limited operational and logistical support to the Office of the CEO for planned or unplanned coverage periods or designated in-person events, under the direction of the Manager and in coordination with the Office of the CEO. Support the Manager in coordinating between the Office of the President-Elect and the Office of the CEO, to foster communication, aligned scheduling and consistent information flow across both offices.

Maintain and update the President-Elect's contact database and distribution lists

Archive and organize correspondence and key documents in a systematic and accessible manner

Support the preparation and submission of expense reports and reimbursements

Coordinate with internal stakeholders to gather updates, data, and materials needed for reports and presentations

Airtable, Excel, or similar tools) as designated by the Manager to support President-Elect priorities and initiatives

Meetings, Events & Operations Support 20%

Prepare agendas, briefing materials, and supporting documents for meetings and events

Assist in the planning and execution of in-person meetings and events, including room setup, materials preparation, registration, and on-site coordination

Provide technical support for meetings, including setup of devices and virtual meeting platforms

Support the Office of the CEO, under the direction of the Manager, on the planning, logistics and execution of high-visibility convenings including national Board of Directors meetings and Town Halls.

One to three years of administrative or operations experience, preferably supporting senior leadership

Excellent written and verbal communication skills, including proofreading and editing

High level of discretion and professionalism in handling confidential and sensitive information

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); Experience with or a strong understanding of artificial intelligence (AI) tools and applications is preferred, including the ability to thoughtfully integrate them into workflows to enhance productivity and decision-making.

Understanding of poverty-related issues and commitment to creating educational and developmental opportunities for underserved youth

evenings and weekends are required on occasion.

Bachelor's degree or equivalent experience preferred.

About the All Stars Project

The All Stars Project, Inc. (ASP) is a national nonprofit organization whose mission is to transform the lives of youth from poor and underserved communities using the developmental power of performance, in partnership with caring adults, giving everyone the opportunity to grow. While the ASP's afterschool programs include hip-hop talent shows, training in theatre and the arts, and programs where we partner with the business community to help young people create a professional performance, we are doing so much more we are building community and imagining possibility.

All Stars Project, Inc.