A non-profit organization in midtown NYC is seeking an administrative and project management professional who will support the office with a variety of operational and project deliverables. This is an exciting opportunity to provide direct impact to this mission driven nonprofit organization!
Weekly Schedule: Monday - Friday, 8:30am-5:30pm, 9:00am-5:00pm or 9:30am-5:30pm (rotating schedule with other administrative staff)
Onsite Requirement: Fully onsite, 5 days/week
Assignment Length: Ongoing temporary engagement, possibly contract to hire
Responsibilities:
Provide support for the reception areas for the Center's Manhattan Office as needed - welcome and greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department
Provide high quality service and communication to all Center staff, guests, visitors, clients, stakeholders, participants
Answer and direct incoming telephone calls
Receive and sort all mail and packages. Place mail and packages at appropriate mailboxes and location
Assist with the submission of invoices and credit card reconciliations into Coupa and perform other duties assigned by management
Screen all visitors; Ensure that visitors are identified and signed in
Assist with events planning at the office location (e.g., responsible for conference room set-up and break down, assist with catering services when needed)
Assist the facilities team with the distribution of supplies from office location to various projects
Provide project management support in the revamping and creation of comprehensive administrative policies and procedures.
The areas below are the primary areas of focus, needing a strong project/administrative support to assist with these deliverables:
Emergency Action Planning. Someone to coordinate meetings with response teams in each office, assist with updating action plans and site readiness, researching OSHA and other emergency methods, providing follow up.
Fleet Management. Tracking of authorized drivers, vehicle registrations, drafting procedures, assisting with requests and claims.
Accounts Management. Working with the administrative team and vendors to control payment process, help create RFPs for new services.
Some support of the HQ office team.
Qualifications:
Strong written and verbal communication skills
Experience working collaboratively across multiple teams (scheduling, delegating, executing assigned tasks)
The ability to prepare meeting agendas, presentations, and written proposals
Strong follow-up skills to meet competing deadlines
Meticulous attention to detail and ability to maintain tracking systems
Proficiency in Monday.com (or other Project Management tools) and Microsoft Office, particularly Excel spreadsheets and Outlook