Administrative Assistant

TCC Group; New York (NY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

TCC Group is seeking an Administrative Assistant to provide comprehensive administrative support to the Integrated Initiatives team in New York. The role includes grants administration tasks and collaboration with senior leaders, with a hybrid in-office schedule.

You will handle project coordination, meeting logistics, and client communications while supporting sales and research activities. The position emphasizes detail, organization, and teamwork in a fast-paced setting.

Qualifications

• 2+ years of professional experience or 4+ years direct experience.
• Strong attention to detail and accuracy.
• Experience with diverse populations.
• Excellent organizational and time management skills.
• Interest in grants administration and systems management.

Responsibilities

• Provide Integrated Initiatives support across the team (70%).
• Assist financial oversight: entering new client projects, tracking revenues/expenses, processing contracts.
• Take team meeting notes and prepare materials for presentation.
• Assist in assembling PowerPoint decks, reports, and grant materials.
• Format and proofread client deliverables and reports.
• Manage client relations via telephone, email, and meetings.
• Support sales: schedule meetings, research prospects, track pipeline, edit proposals.
• Assist senior staff with travel, calendars, expenses, and correspondence.
• Provide day-to-day project support and notetaking.
• Coordinate project activities and schedules.
• Monitor timelines and calendars; communicate updates.
• Prepare work plans, action plans, and presentations by formatting/editing.

Skills

Detail orientation

Time management

Communication

Multitasking

Team collaboration

Learning platforms

Grant administration

Project management

Diversity awareness

Proactive

Education

Degree or equivalent experience

Tools

Fluxx

Zendesk

Mailchimp

Zoom

Airtable

PowerPoint

Word

Excel

Outlook

Job description

The Administrative Assistant will provide administrative support to all members of the Integrated Initiatives team, with additional administrative support to the senior leaders of the team, and participation in some client-facing tasks and deliverables, including grants administration work.

TCC Group has offices in New York and Philadelphia and will be seeking candidates for our New York office only. The Administrative Assistant is expected to be in the office at least one (1) day per week, hybrid schedule.

Duties and Responsibilities

• Provide Integrated Initiatives practice support across the team (70%)
• Supporting financial oversight processes through entering new client projects into databases, tracking and entering revenues and expenses, and processing contracts
• Furthering organizational learning through taking team meeting notes, organizing and distributing resources, managing organizational processes and systems, and preparing materials for presentation
• Assisting in the assembly of PowerPoint decks, Prezi presentations, research reports, and grant and docket materials
• Formatting, proofing, and copy-editing written reports and other client deliverables
• General client relations, including telephone and email communication, and in-person meetings.
• Supporting sales, including scheduling meetings, conducting preliminary research on new prospects, helping track prospect pipeline and key deadlines, compiling and editing relevant work and team bios, and proofing, editing, and formatting proposals
• Assisting senior team members with various operational tasks including booking travel, managing professional calendars, performing expense entry and time entry, and assisting with correspondence

Support client projects (20%)

• Providing day-to-day project support, including notetaking and providing meeting summaries, assisting with coordination of work.
• Coordinating project activities through scheduling interviews and meetings for team members
• Monitoring and developing timelines and calendars
• Ongoing communication with applicants, clients, clients’ grantees, and senior team members
• Assisting with preparation of work plans, action plans, correspondence, application and reporting materials, and PowerPoint presentations by formatting, proofreading, and copy-editing.

Provide grants administration (10%)

• Reviewing grant proposals for completion and conducting basic due diligence including financial analysis of organizational and programmatic budgets, reputational research, summarizing proposal highlights, and identifying points of ineligibility and/or concern.
• Reviewing, tracking, assessing, and/or sorting of documents relevant to grantmaking including applications, progress reports, and/or evaluation reports.
• Administering and processing financial documents and grant payments.
• Monitoring reports and report administration.
• Providing support and timely responses from grantees and/or related partners. Provide technical assistance to applicants and grantees through a virtual help desk called Zendesk, and route requests and needs to the appropriate Grants Manager or Project Lead.
• Supporting client auditing.

Qualifications

Required

• At least two years of professional experience required with a degree OR four years of direct experience.
• Detail orientation, an eye for consistency, accuracy, and precision in all areas of work
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
• Project management – exceptional organizational and time management skills
• Interest in grants administration and systems management strongly preferred.
• Ability to learn new platforms and systems (Fluxx, Zendesk, Mailchimp, Zoom, Airtable)
• High level of proficiency with all MS Office applications (Word, Excel, Outlook, and PowerPoint), and Internet search engines and databases.
• Strong written and verbal communication skills.

Habits of Work

• Strong drive with ability to thrive in fast-paced environments where solutions-based thinking and creative approaches are deeply valued and critical to success of the overall project.
• Ability to multitask and juggle competing priorities – maintaining strong attention to detail
• Ability to work independently as well as collaboratively - a team player
• Comfortable managing up down and sideways – delegating and coordinating complex projects with moving parts to execute high-quality products
• Creative and self-reflective – adaptive, open-minded, and ready to try new approaches to old practices