Administrative Assistant, Global Health Programs — Hybrid NYC

Helmsley Logo; New York (NY); Hybrid; USD 73,000 - 81,000; Full time

Benefits offered by this job

Medical, dental, vision

Hybrid work schedule

Vacation and sick days

Paid holidays

Year-end closure

Summer Fridays

Professional development

Job summary

The Helmsley Charitable Trust is seeking an Administrative Assistant to support the Vulnerable Children in Sub-Saharan Africa Program. You will manage calendars, coordinate meetings, arrange travel, and handle expense reports for the Program Director and team.

You will serve as a primary contact for inquiries, ensure timely processing of invoices and contracts, and support signature workflows in DocuSign while maintaining confidentiality and professionalism in a fast-paced environment.

Qualifications

• Bachelor’s degree or equivalent work experience.

Responsibilities

• Maintain calendars and schedule meetings.
• Coordinate logistics for on- and off-site meetings, including conferencing rooms, catering, hospitality and virtual meetings.
• Register guests and coordinate IT, A/V and hospitality needs with NYC office.
• Arrange international and domestic travel, flights, ground transport and hotels.
• Coordinate with colleagues and executives on travel planning and documentation.
• Create and submit expense reports.
• Coordinate with accounting to process invoices and contracts.
• Facilitate DocuSign signatures from senior staff.
• Assist staff during peak seasons and perform other duties.

Skills

Admin experience

Travel planning

Interpersonal skills

Communication

Organization

Editing skills

Confidentiality

Independent work

Team collaboration

Education

Bachelor’s degree or equivalent work experience

Tools

Microsoft Office

Outlook

Word

Excel

Box

Concur

NetSuite

Zoom

Asana

Job description

The Helmsley Charitable Trust is seeking an Administrative Assistant to support the Vulnerable Children in Sub-Saharan Africa Program. You will manage calendars, coordinate meetings, arrange travel, and handle expense reports for the Program Director and team.

You will serve as a primary contact for inquiries, ensure timely processing of invoices and contracts, and support signature workflows in DocuSign while maintaining confidentiality and professionalism in a fast-paced environment.