What are the responsibilities and job description for the Administrative Assistant position at Clarity Recruiting?
Our nonprofit seeking a Temporary Administrative Assistant to provide crucial support to a dynamic team focused on scientific collaborations. This role will report to the Senior Director, Finance and Administration and will work closely with scientists, grantees, and other internal teams. If you thrive in a fast-paced environment and enjoy juggling multiple priorities while supporting scientific initiatives, we’d love to hear from you.
5 days on site in Flatiron
Compensation: $31.25/hr - $33.65/hr
*Please note this is a contract position, Feb - April with potential to extend.
KEY RESPONSIBILITIES
- Act as the first point of contact for the science teams: screen calls, inquiries, and requests, and manage or refer them as appropriate.
- Manage and maintain complex calendars for up to 8 scientists and the team’s general calendar. Schedule internal and external meetings, conference calls, and webinars.
- Coordinate travel and conference arrangements for team members and external guests, ensuring all travel needs are met.
- Compile monthly expense reports and process invoices using the Concur expense management system.
- Prepare meeting agendas, take minutes, and follow up on action items from team meetings.
- Assist with the management and maintenance of project management tools (e.g., Monday.com).
- Help organize files in Dropbox and Google Drive and assist with general office organization.
- Manage the team’s info@ email inbox.
- Build positive working relationships with both internal and external stakeholders.
- Assist administrative staff with other tasks and special projects as needed.
QUALIFICATIONS
- Education: Bachelor’s degree
- Experience:
- At least 3 years of administrative experience
- At least 3 years of experience coordinating complex calendars and travel arrangements for high-level personnel
- Skills:
- Strong oral and written communication skills
- Exceptional attention to detail and proactive in anticipating needs
- Ability to handle competing tasks and prioritize effectively
- Proficiency with Microsoft Office, Google Suite, Zoom, and Monday.com
- Ability to work well with diverse teams and personalities
- Background in scientific, academic, or grant-making environments is a plus
- Other Requirements:
- Discretion and sound judgment in all aspects of administrative support
Salary : $31 - $34
