Administrative Associate

Overview

The Administrative Associate at Right To Be plays a vital role in supporting daily business functions and facilitating smooth administrative processes across various departments. This part-time position requires approximately 15 hours weekly, generally scheduled over three 5-hour days (Tuesday through Thursday). The schedule demands at least one on-site workday at the Brooklyn office weekly, with remote work allowed for other days, and occasional additional office days or travel as needed. Reporting directly to the Vice President of Finance and Operations, the associate will perform a broad array of office and operational tasks without supervisory duties.

Key Responsibilities

• Manage general office tasks including routing phone calls, data entry, and responding to external inquiries via the organizational email.
• Maintain and update electronic documents and task tracking systems such as Asana.
• Handle in-person mail and check processing, including scanning and forwarding correspondence at the Brooklyn office.
• Coordinate shipping of office equipment and procurement, ensuring budget tracking and order management.
• Process physical donations and checks by inputting data into Salesforce and managing document retention.
• Maintain office cleanliness and organization.
• Support various departments administratively and contribute to capacity building.
• Facilitate contract preparation and routing for digital signatures through DocuSign.
• Draft, edit, and proofread a variety of documents including letters, memos, presentations, and reports.
• Serve as a resource for internal systems such as Zoom, Slack, Asana, Hugo, and LastPass, including troubleshooting and license management.
• Keep organizational calendars and internal wiki sites current and ensure all documents are properly branded.
• Arrange meeting logistics including conference rooms, catering, presentation materials, and audio/visual setups.
• Manage staff travel arrangements such as flights, hotels, and local transit, including voucher setup, per diem processing, receipt submission, and dossier creation.
• Collaborate with the VP of Finance & Operations on monthly wellness activities and planning remote and in-person retreats.

Training Team Support

• Assist with research and projects related to new initiatives.
• Update Salesforce training plans and generate weekly public training registration reports.
• Set up polls for public training sessions.
• Provide support for large public trainings exceeding 100 participants.

Qualifications

• Minimum of two years’ experience in project management, office administration, executive assistance, event planning, or related fields.
• Strong proficiency with computer programs and capacity to quickly learn new software.
• Flexibility to adapt to varying management styles and shifting priorities, balancing multiple tasks simultaneously.
• Superior organizational, recordkeeping, and communication skills, both written and oral.
• Highly detail-oriented, self-motivated, results-driven, and adept at meeting deadlines within dynamic environments.
• Experience in event planning and ability to manage confidential information discreetly.
• Integrity, credibility, and a passionate alignment with Right To Be’s mission.
• Commitment to accountability, openness to feedback, and a constructive approach to conflict resolution.

Compensation and Benefits

This non-exempt part-time role offers a wage of $24.04 per hour for 15 hours each week. Included benefits for part-time staff encompass a monthly health care stipend to assist with insurance costs, provision of a work laptop and necessary equipment, and generous paid time off including wellness leave, a week off during the holiday season, summer Fridays, and all major holidays. Note that benefits may be subject to change at the organization's discretion.