Administrative Assistant to Regional Director

$65,000 - $65,000/Yr

Neighborhood Association

Full-time - Entry Level

About the position

We are seeking an experienced Administrative Assistant to support our Regional Director team in Bronx, NY. The ideal candidate will possess excellent communication, collaboration, and networking skills, and will be highly organized, capable of working independently under pressure. This role involves managing schedules, coordinating meetings, and providing administrative support to ensure the efficiency and effectiveness of the Regional Director team.

Responsibilities

• Acting as a primary aide to the Regional Director team, anticipating needs for maximum efficiency and impact with communications, tasks, meetings, and projects.
• Scheduling appointments and proactively managing the Outlook calendar, ensuring follow-ups as necessary; setting up conference calls and coordinating meeting arrangements; greeting visitors; keeping daily schedules on track; rearranging calendars and prioritizing requests.
• Representing the Regional Director team professionally and courteously in interactions with executive team members, clients, community partners, consultants, and co-workers.
• Keeping the Regional Director team informed of upcoming commitments and responsibilities, following up appropriately.
• Handling multiple priorities and deadlines with exemplary follow-through and maintaining confidentiality.
• Creating presentation materials for meetings, including graphs, flow charts, and PowerPoint presentations.
• Managing incoming telephone calls, electronic and paper mail, taking initiative to handle inquiries from inception to completion, providing information, following through, authoring correspondence for review, and/or directing inquiries to the appropriate team members.
• Performing various administrative functions: preparing correspondence, analysis, reports, memos, and presentations; maintaining existing and creating new files; sending faxes, letters, and emails on behalf of the Regional Director team.
• Attending meetings and taking minutes or typing up meeting notes as needed.
• Coordinating special events.
• Reviewing and responding to emails, calendar events, coordinating meetings, organizing responsibilities, and working with other administrative staff to assist in the coordination of meetings and special projects.
• Attending meetings and events at various locations as required.
• Performing other duties as assigned.

Requirements

• BA/BS or equivalent in Administration, Finance, Human Relations, and/or Management with 2+ years of experience as an administrative assistant, or Associate's degree with 4+ years of experience as an administrative assistant, or High School Diploma or equivalent with 6+ years of experience.
• Excellent interpersonal, analytical, and quantitative skills.
• Proficient in MS Word, Excel, PowerPoint, and database management.
• Exceptional writing proficiency.
• Proven ability to handle multiple tasks effectively under pressure while successfully meeting critical deadlines.
• Strong problem-solving abilities, decision-making skills, and active listening skills.
• Outstanding organizational skills, attention to detail, and efficiency.
• Strong critical thinking, analytical, and problem-solving skills, along with resourcefulness.
• Demonstrated ability to collaborate effectively with diverse groups.
• Possessing maturity, integrity, sound judgment, and the ability to maintain confidentiality.
• Must be able to read, speak, write, and understand English for administrative purposes.

Nice-to-haves

• Experience in a non-profit organization
• Familiarity with community outreach programs
• Knowledge of local government resources

Benefits

• Commuter assistance
• AD&D insurance
• Paid holidays
• Disability insurance
• Health insurance
• Dental insurance
• Paid time off
• Employee assistance program
• Vision insurance
• Employee discount
• 403(b)
• Loan forgiveness
• Life insurance