University Settlement partners with 40,000 New Yorkers on the Lower East Side and in Brooklyn every year to build on their strengths as they achieve healthy, stable, and remarkable lives. For 135 years, we’ve collaborated with our communities to pioneer highly effective programs that fight poverty and systemic inequality. We work with New Yorkers of all ages, infusing a commitment to civic engagement, equity, and communal action into each of our programs, which include early childhood education, mental health and wellness, benefits assistance and eviction prevention, adult literacy and education, healthy aging, community and recreation centers, performing and visual arts, and youth development.

The Administrative Assistant is a team player who will support daily operations at University Settlement’s 50-person administrative office. The Administrative Assistant will be a self-motivated, flexible individual committed to running an efficient and friendly office, supporting our employees and clients, and promoting overall workplace wellness and culture. The candidate will be able to complete high volumes of tasks with minimal guidance or supervision, deadline sensitivity, and consistently show a strong attention to detail. This position reports directly to the Chief Financial & Administrative Officer (CFAO). The Administrative Assistant is integral in managing the day-to-day affairs of the Executive Team, which includes the Chief People Officer (CPO), Chief External Relations Officer (CERO), and Chief Program & Equity Officer (CPEO).

This position will be the Executive Team’s overall administrative partner and will also provide support for other staff members in coordinating day-to-day operations of the administrative office and executing other special projects.

Responsibilities:

• Responsible for providing administrative support to the CFAO, CPO, CERO, and CPEO.

• Work closely with the executive management staff on agency operations and special projects as assigned, including communication, scheduling, and meeting preparation.

• Work in partnership with the Special Assistant to the Chief Executive Officer to plan agency events, such as Manager’s Meetings, All Staff Day, All Welcome Day, social events, and other special events.

• Manage the administrative office operations - to include daily mail, managing room reservations, office maintenance requests, and enter guests into our building management system

• Manage MetroCard reconciliation and distribution to Program staff

• Manage the Executive Team’s calendars, coordinate appointments and meetings

• Sort, screen and distribute all correspondence including phone calls and mail and determine level of priority, including scheduling pickup and package distribution with couriers

• Provide employees the resources they need by establishing organized office operations and procedures

• Work with hiring manager to ensure proper setup of new hires and manage seating chart

• Assist Executive Team with invoices and expense reports for administrative expenses and completing monthly reconciliations for credit card expenses

• Responsible for liaising with the building on safety issues and coordinating fire marshals and safety procedures

• Ad hoc projects and other duties as assigned by the Executive Team

Qualifications:

• Excellent writing, speaking, and telephone communication skills

• Independently driven with proven project management ability, including strong organizational skills and multi-tasking capacity, with the ability to work in a fast-paced environment

• Ability to demonstrate exceptional organizational and interpersonal skills across a range of tasks and audiences

• Strong proficiency in MS Office, including Word, Excel, PowerPoint, and Outlook, and capacity to learn internal systems

• History of success in roles requiring creative and critical thinking

• Minimum 2 (two) years of administrative experience supporting senior management preferred

• A sense of humor, collaboration, and commitment to the social justice mission of the organization

• Bachelor’s Degree preferred but not required

Hours: Full time | 9 am to 5 pm | Hybrid work schedule – 3 days onsite

Salary: $55,000 annually

We are committed to building a diverse and inclusive community. We support a broadly diverse team who will contribute to our organization. We are an equal employment opportunity for all regardless of race, color, citizenship, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, veteran or reservist status, or any other category protected by federal, state, or local law.