Administrative Assistant

Position Overview

The Administrative Assistant, engaged as an independent contractor, plays a crucial role in providing comprehensive administrative and operational assistance to facilitate smooth daily functioning of the organization. This part-time role entails working 10 to 20 hours weekly, based primarily in New York City or nearby areas, with occasional in-person attendance required for organizational functions.

Key Duties and Responsibilities

• Deliver consistent administrative support for effective organizational workflow.
• Coordinate scheduling, calendar management, meeting arrangements, and appointment setting.
• Organize and maintain both electronic and physical records while safeguarding confidential data.
• Handle incoming communications including email, phone queries, and general requests.
• Support maintenance of databases, organizational records, and documentation management.
• Assist the Executive Director and leadership by providing administrative backing.
• Arrange Board of Directors meetings, prepare agendas and relevant materials, and keep official board records.
• Support committee meetings and monitor follow-up actions.
• Aid staff with administrative requirements related to programs, services, and community outreach.
• Help plan, organize, and coordinate both virtual and live events including registration, logistics, communication, and post-event follow-up.
• Assist with data input, reporting, document preparation, and monitoring organizational systems.
• Manage donor communications, acknowledgments, mailings, and update related databases.
• Address inquiries from donors, volunteers, partners, and the community professionally.
• Support fundraising initiatives, special events, and outreach projects as needed.

Qualifications and Skills

• High school diploma or equivalent mandatory; associate’s or bachelor’s degree advantageous.
• At least two years of administrative support experience, preferably in nonprofit, educational, workforce development, arts, or community-centric environments.
• Proficiency using Google Workspace applications.
• Strong verbal and written communication skills.
• Exceptional organizational abilities with meticulous attention to detail and accuracy.
• Capability to juggle various priorities, meet deadlines, and operate independently with minimal oversight.
• Professional demeanor, discretion, and confidentiality in handling sensitive information.
• Excellent interpersonal and customer service aptitude, able to collaborate effectively with diverse stakeholders including staff, board members, volunteers, donors, and community partners.
• Reliable internet access and competency to work efficiently in remote settings.
• Preferred experience includes working with nonprofit organizations, supporting executive leadership, fundraising and grant administration knowledge, and familiarity with project management tools.

Core Competencies

• Time management and organizational skills
• Clear and effective communication
• Self-motivation and problem-solving ability
• Adaptability and flexibility in work approach
• Teamwork and relationship building
• Professionalism and ethical conduct
• Attention to detail
• Handling confidential information responsibly
• Dedication to the organization's mission and values

Work Environment & Requirements

• Work performed remotely or within New York City and surrounding region.
• Must independently manage tasks, meet deadlines, and communicate effectively in virtual contexts.
• Use of standard office technology and participation in virtual meetings required.
• Contractors provide own workspace, equipment, and internet access.

Equal Opportunity

The organization fosters an inclusive workplace welcoming diverse backgrounds and experiences. Qualified individuals passionate about supporting the organization’s mission are encouraged to apply.