Executive Administrative Assistant

We are seeking a highly organized, proactive, and adaptable Administrative Specialist to support the Chief of Staff to the President of a nonprofit. This is a temporary role with the strong potential to transition into a permanent position. The ideal candidate will have excellent communication, organizational, and event planning experience with a strong attention to detail and the ability to work under pressure.

Location: Manhattan (Flatiron area)

Schedule: Onsite, 5 days a week on the temp side. When the role converts it would be 4 days onsite 1 day remote.

Compensation: $36/hr - $41, $75K - $85K

Key Responsibilities:

Support to Chief of Staff

• Plan, coordinate, and host various workshops, biweekly leadership meetings, quarterly scientific leadership meetings, and conferences.
• Collect meeting materials, create agendas, order catering, coordinate internal calendars, and troubleshoot issues as they arise.
• Provide day-of event support, including working outside of normal business hours when needed.
• Process invoices, expense reports, and related transactions in Concur, as well as honorariums with Accounts Payable.
• Arrange travel for the President’s Office research staff, visitors, and interns, including liaising with a travel agency, coordinating schedules, and providing guest support.
• Attend meetings when requested, take meeting minutes, and document outcomes and action steps.
• Manage projects and correspondence, ensuring timely follow-up.
• Update associated webpages with scientific highlights and other related content.
• Assist with onboarding new team members, providing necessary equipment and resources.
• Contribute to the successful execution of the summer school program, including coordinating interviews, seminars, graduate school tours, enriching educational excursions, and student events.

Additional Executive and Ad-Hoc Support

• Provide basic administrative support for the General Counsel, including calendaring and occasional correspondence.
• Serve as a first point of contact, screen telephone calls, field inquiries, and respond or refer appropriately.
• Foster strong working relationships with both internal and external stakeholders.
• Assist with founder-related tasks or projects.
• Greet and host guests and visitors of the President’s Office.
• Provide direct support to the President in the absence of the Executive Assistant, managing all aspects of the President’s calendar and correspondence.
• Perform other duties as assigned.

Qualifications:

• Previous experience in an administrative role, ideally supporting senior leadership or executives.
• Strong organizational skills, attention to detail, and ability to manage multiple tasks simultaneously.
• Excellent verbal and written communication skills.
• Ability to work in a fast-paced environment and handle confidential information.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Concur.