Administrative Assistant

The Paley Center For Media; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

The Paley Center for Media, located in New York, seeks an Administrative Assistant to deliver high-level administrative support with minimal supervision. You will help manage schedules, arrange travel, answer inquiries, and conduct research while upholding confidentiality and professionalism.

The ideal candidate holds a bachelor’s degree with 4 years of administrative experience, excels in written and verbal communication, and is proficient in MS Word, Excel, PowerPoint, and SharePoint.

Qualifications

• Bachelor’s degree
• 4 years of administrative experience in a fast-paced environment
• Strong organizational skills with attention to detail and follow up
• Excellent written and verbal communication
• Independent thinker with high energy and initiative
• Ability to perform thorough research and generate reports
• Proficient in MS Word, Excel, PowerPoint, and SharePoint
• Entrepreneurial spirit; excited about the future of media

Responsibilities

• Positively represent executives and the organization at all times and follow organizational policies and procedures
• Manage and maintain schedules, appointments, and travel arrangements
• Answer and screen telephone calls and visitors with professionalism
• Conduct research and gather data as needed
• Provide support to department heads as needed
• Complete monthly expense reports
• Arrange travel for executives and guests as needed
• Serve as a Paley Ambassador by sharing Paley’s social media content to amplify reach and engagement
• Handle special projects and other duties as assigned

Job description

Scope

With minimal direction, the Administrative Assistant (AA) provides high-level administrative support as needed, handling a wide range of administrative and executive support tasks, and is able to work independently with minimum supervision.

The AA must consistently be attentive to detail, work with accuracy and demonstrate a high level of professionalism, sound judgment, discretion, and confidentiality in handling sensitive internal and external matters. The ideal candidate is polished, proactive, high-energy, results-oriented, and exceptionally organized, with outstanding written and verbal communication skills and a strong commitment to providing the highest level of service.

Responsibilities

• Positively represent executives and the organization at all times and follow organizational policies and procedures

• Manage and maintain schedules, appointments, and travel arrangements

• Answer and screen telephone calls and visitors, with a high-level touch and professionalism, tactfully handling inquiries and referring to appropriate party, as needed

• Conduct research and gather data as needed

• Provide support to department heads as needed

• Complete monthly expense reports
• Arrange travel for executives and guests as needed
• Serve as a Paley Ambassador by actively sharing Paley’s social media content to amplify organizational reach and engagement
• Handle special projects and other duties as assigned

Core Competencies

Our successful employees meet the following criteria:

• Highly organized with proven ability to meet deadlines and budgets.
• Strong team player who collaborates well with others
• Ability to take ownership of all tasks and manage simultaneously
• Strong verbal communication and good business writing skills
• Positive and professional demeanor with excellent interpersonal, administrative, and managerial skills
• Ability to handle and prioritize multiple tasks while maintaining attention to detail
• Resourcefulness, creativity, and strong problem-solving and research skills

Requirements

• Bachelor’s degree
• 4 years of administrative experience in a fast-paced environment
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks proficiently with very strong attention to detail and follow up
• Excellent communication skills, written and verbal


• An independent thinker who is very detail oriented with excellent organizational skills


• A high energy team player who is proactive with great initiative


• Ability to perform thorough research to compile information and generate reports


• Proficient in MS Word, Excel, PowerPoint, and SharePoint


• Entrepreneurial spirit; excited about the future of media

• Strong work ethic with desire and preference to work in-person as part of a cohesive, collaborative, high-energy, in-the-office work environment


• Ability to work a flexible schedule, including evenings, weekends, holidays, and occasional overtime, as needed to support the Paley Center’s dynamic calendar of events and programs


• Bilingual fluency in Spanish a plus

Equal Employment Opportunity Statement

The Paley Center for Media maintains a strong policy of equal opportunity in employment. It is our objective to recruit, hire, and retain the most qualified individuals without regard to race, color, religion, sex, sexual orientation or identity, national origin, age, disability, veteran status, or any other characteristic or status protected by applicable federal, state, or local law. Our equal employment philosophy applies to all aspects of employment, including recruitment, compensation, benefits, training, promotions, transfers, job benefits, and terminations.

About The Paley Center for Media

The Paley Center for Media is the world’s leading 501 (c)(3) nonprofit cultural institution whose mission is to preserve our media history and to explore media’s powerful shaping influence on our culture.

The Paley Center for Media owns the iconic, New York Paley Museum where media, sports, gaming, tech, and entertainment come together, and during the year, produces unmatched programs for the public and industry. On the public side, programs celebrate the very best of television, digital content, and interactive entertainment. On the industry side, the Paley Center convenes the most influential business leaders to explore and debate the most critical issues and opportunities within the industry while also fostering a sense of community amongst peers. Through its respected Paley Impact series, programs educate and explore how media impacts culture and shapes public discourse on important societal issues.

At the heart of the Paley Center sits the Paley Archive, which represents the largest public collection of its kind and is often cited as a national treasure, with over 160,000 programs spanning more than 100 years. This collection also serves as an incredible resource for K-12 educators and students nationwide that are served through its respected education classes.

Previously known as The Museum of Television & Radio, the Paley Center was founded in 1975 by William S. Paley, a pioneering innovator in the industry. For more information, please visit paleycenter.org.