Administrative Assistant, VCSSA

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 Leona M. and Harry B. Helmsley Charitable Trust(“Helmsley”) is a global philanthropy driven by a vision of building better futures for people by increasing access to healthcare, advancing new research and ideas, and improving the quality of everyday life. Helmsley strives to make a meaningful impact in its focus areas, matching its significant financial assets with a rigorous and results-oriented approach. Helmsley is committed to close and productive partnerships with its grantees, as well as with other funders and impact players in government, academia, and the private sector who share its interests and goals. Above all, Helmsley endeavors to be forward-thinking in every aspect of its work and will take risks that others cannot or will not take when the risk/reward trade-off warrants.

Since 2008, when Helmsley began its active grantmaking, it has committed more than $5.4 billion. For more information on Helmsley, please visit https://helmsleytrust.org/ .

The Vulnerable Children in Sub-Saharan Africa Program (VCSSA Program)

The Helmsley Charitable Trust funds holistic programs that improve the health and well-being of children and families across four focus countries in sub-Saharan Africa, Burkina Faso, Ethiopia, Ghana, and Zambia.

Improving health outcomes and building resilience is at the core of our grantmaking. To achieve these mutually reinforcing goals, we aim to increase access to quality healthcare, support the health and wellbeing of mothers and children, eliminate neglected tropical diseases, and advance economic development to build resilient livelihoods, with a focus on rural communities.

Working closely with grantees who collaborate with local implementing partners, community leaders and government authorities, Helmsley ensures that our grantmaking is responsive to community needs while building a foundation for long-term sustainability and local ownership.

To date, Helmsley’s VCSSA Program has made over 150 grants totaling over $500 million towards this vision of more healthy, resilient and thriving children and families across Sub-Saharan Africa.

Position Summary

The Helmsley Charitable Trust seeks an Administrative Assistant to support the Vulnerable Children in Sub-Saharan Africa Program, staff and operations. Reporting directly to the Program Director, the Administrative Assistant will be responsible for managing calendars, organizing meetings, making travel arrangements, completing expense reports, handling select communications on behalf of the team, and performing other duties as assigned.

Essential Duties and Responsibilities

Calendaring and Meeting Planning

• Maintain calendars and schedule meetings and calls on behalf of VCSSA program team.
• Coordinate logistics for on- and off-site meetings, including but not limited to booking conference rooms or venues, making arrangements for catering / hospitality, organizing virtual meetings, gathering and distributing meeting materials, and providing administrative support as needed.
• Work closely with NYC office operations to register guests, coordinate IT, A/V and hospitality needs for team, and be overall point of contact for program staff.

Travel and Logistics Management

• Make travel arrangements (international and domestic), including ground transportation, flights and hotel arrangements.
• Work closely with other colleagues and partner with Trustee Executive Assistant to coordinate joint meetings and travel planning as needed.
• Provide international travel information to and coordinate logistics and security protocols with relevant Helmsley operations personnel and contractors as needed.
• Assist in research and information-gathering related to travel logistics and security considerations.

Administrative Support

• Serve as the main point of contact for general inquiries regarding the VCSSA program.
• Create and submit expense reports.
• Coordinate with accounting to ensure timely processing of invoices, contracts, and other time sensitive documents.
• Facilitate and monitor Helmsley’s signature process via DocuSign ensuring appropriate signatures from senior staff on necessary documents.
• Assist other staff members on an ad-hoc basis during peak seasons and perform other duties as required.

Desired Qualifications

• Bachelor’s degree or equivalent work experience
• Minimum 3 years’ experience as an administrative assistant
• Demonstrated experience planning and coordinating domestic and international travel, meetings/events, and hospitality required (experience planning travel within Sub-Saharan Africa preferred)
• Strong attention to detail
• Excellent interpersonal, communication, and organizational skills and strong collaborative spirit
• Able to maintain confidentiality of information
• Strong grammar, writing, proofreading, and editing skills
• Ability to operate quickly and efficiently in a fast-paced environment
• Ability to work independently and proactively, as well as collaboratively as part of a team
• Proficiency in Microsoft Office (Outlook, Word, Excel), Box, Concur and NetSuite expense management systems and Zoom; experience with Asana a plus
• Familiarity with the nonprofit and philanthropy sectors is a plus

Salary, Health, Well-being, and Living Our Mission

Helmsley is dedicated to creating stronger, healthier futures for communities in the U.S. and around the world. Our staff are subject matter experts from a range of backgrounds in basic science, global health, and precision medicine, as well as the private sector and public policy.

Helmsley colleagues are intelligent, creative, forward-thinking, and strongly committed to working productively with each other and with our grantee partners. Each was drawn to Helmsley by the same opportunity: to help build this young organization into a leading global charitable institution that will drive meaningful and measurable positive change in lives throughout the U.S. and around the world for years to come.

Helmsley is committed to offering competitive and equitable compensation commensurate with experience. The targeted starting salary range for this position is $73,000-$81,100.

Comprehensive benefits currently offered to employees (subject to change) include:

• Employer-paid medical, dental, and vision for employees and their families
• Hybrid work schedule (up to two remote days a week)
• 23+ paid vacation and sick days
• 13+ paid holidays
• End of year office closure
• Summer Fridays
• Personal and team professional development opportunities

The position is based at Helmsley’s main office in New York City. Only those selected for an interview will be contacted. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

All persons hired must be authorized to work in the U.S. without the need for employment-based visa sponsorship now or in the future. Helmsley will not sponsor applicants for U.S. work visa status for this opportunity (no sponsorship is available for H-1B, L-1, TN, O-1, E-3, H-1B1, F-1, J-1, OPT, CPT or any other employment-based visa).

Helmsley currently permits a hybrid schedule requiring employees to work onsite in-office [at least] 3 days per week and 2 days remote with specific schedules determined by manager. The ability to work onsite and collaborate in person with colleagues at Helmsley’s office is an essential function of this job.

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required for the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Helmsley provides equal employment and promotional opportunities to all employees and applicants for employment based upon individual capabilities and qualifications without regard to race, color, religion, sex, gender identity, pregnancy, sexual orientation, age, national origin, marital status, citizenship, disability, veteran status, or any other protected characteristic as established under law.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.