Administrative Associate

Jobtailor; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Right To Be is seeking an organized and proactive Office Administrator to support multiple departments. You will manage data entry, calendars, and correspondence, coordinate contracts, and handle travel logistics.

The role requires strong written and verbal communication, plus the ability to adapt to changing priorities. Ideal candidates have 2+ years in admin/project roles, familiarity with Salesforce, Asana, and document workflows, and a commitment to Right To Be's mission with high attention

Qualifications

• 2+ years of experience in project management, office administration, executive assisting, event planning, or similar work experience.
• Comprehensive knowledge of computer software applications and ability to learn new technology quickly.
• Must be highly adaptive to management styles and changing needs, re-prioritizing tasks as needed.
• Excellent organizational, recordkeeping, interpersonal, and written and oral communication skills.

Responsibilities

• General office duties: routing phone calls, data entry, and responding to inquiries sent to the org email.
• Update electronic files and Asana tasks; maintain a tidy and organized office environment.
• Coordinate shipping of equipment and order office supplies; track budgets.
• Process checks/donations in Salesforce; route contracts via Docusign for signatures.
• Provide troubleshooting support for staff; maintain calendars and internal wiki; arrange meetings and travel logistics.

Skills

Data entry

Project management

Office administration

Event planning

Recordkeeping

Document preparation

Budget monitoring

Troubleshooting

Contract routing

File updating

Receipt submission

Time management

Communication (written)

Communication (oral)

Self-directed

Detail-oriented

Tools

Asana

Zoom

Slack

Hugo

Lastpass

Docusign

Salesforce

Job description

Responsibilities

• Responsible for general office duties, routing phone calls, data entry, and fulfilling miscellaneous external inquiries sent to the general organizational email.
• Update electronic files as needed
• Update tasks in Asana
• Receive and forward correspondence, including scanning mail and checks, to appropriate staff
• Coordinate shipping of any equipment to/from office location
• Order office equipment for staff, create tracking systems and monitor against budgets
• Process and Scan all physical Checks/ donations, properly input them in Salesforce and track in the document retention folder
• Ensure and maintain a tidy, clean, and organized office environment.
• Provide administrative and capacity support to departments as needed
• Prepare and route contracts through Docusign for signature
• Draft, type, and proofread letters, memos, documents, presentations, and reports
• Build knowledge of organizational systems and provide troubleshooting support to staff. Including systems such as: Zoom, Slack, Asana, Hugo, Lastpass
• May maintain and renewing platform licenses as needed
• Regularly update organizational calendars and internal wiki site
• Ensuring all organizational docs have the appropriate logo and branding information included
• Arrange conference rooms, catering, presentation materials, and audio/visual setup as needed for meetings.
• Book flights, hotels, trains and/or local transit for staff travel
• Set Up Uber vouchers, and complete per diem form
• Submit receipts to finance team in organized manner so they can charge clients for reimbursement
• Create Dossier of important flight and lodging information

Requirements

• 2+ years of experience in project management, office administration, executive assisting, event planning, or similar work experience
• Comprehensive knowledge of computer software applications and ability to learn new technology quickly, is required
• Must be highly adaptive to management styles and changing needs, re-prioritizing tasks and projects as needed
• Excellent organizational, recordkeeping, interpersonal, and written and oral communication skills;
• Highly organized, self-directed, detail-oriented, results-driven, and motivated by project coordination and deadlines;
• Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously and deal with highly confidential information
• Event Planning Skills
• Outstanding written and verbal communication skills are required
• Personal integrity, credibility, and passionate commitment to Right To Be's mission
• Commitment to strong performance, high standard of accountability, and openness to feedback
• Must have a solution-oriented approach to conflicts

ATS Optimization Keywords

Hard Skills

• data entry
• project management
• event planning
• recordkeeping
• document preparation
• budget monitoringtroubleshooting
• contract routing
• file updating
• receipt submission

Soft Skills

• organizational skills
• interpersonal skills
• written communication
• oral communication
• self-directed
• detail-oriented
• results-driven
• adaptability
• time management
• solution-oriented