Administrative Associate

Right To Be; New York (NY); Hybrid; USD 27,000 - 39,000; Part time

Benefits offered by this job

Monthly health care stipend

Company laptop

Generous PTO and wellness leave

Reimbursement for travel and meals

Job summary

Right To Be is seeking an Administrative Associate to support day-to-day operations across departments from our Brooklyn office. This part-time, non-exempt role is hybrid, 15 hours per week across three 5-hour days, with on-site and remote work and occasional travel.

You will manage general office tasks, data entry, calendar upkeep, and assist with contracts, reporting, and staff travel. Collaboration with the VP of Finance & Operations is key.

Qualifications

• 2+ years in project management, office admin, executive assisting, event planning, or similar.
• Proficiency with computer software; quick learner of new tools.
• Highly adaptable to management styles and shifting priorities.
• Excellent organizational, recordkeeping, and written/oral communication.
• Ability to manage confidential information and deadlines.
• Event planning skills.
• Strong written and verbal communication.
• Integrity and commitment to Right To Be's mission.

Responsibilities

• Handle general office duties, routing calls, data entry, and external inquiries.
• Update electronic files and Asana tasks; maintain calendars and wikis.
• Process and scan checks/donations; input in Salesforce and track retention.
• Coordinate shipping, equipment orders, and license renewals as needed.
• Prepare contracts via DocuSign; draft letters and memos.
• Support departments with admin tasks and event coordination including travel.
• Collaborate with VP of Finance & Operations on monthly Wellness activities and retreats.

Skills

Project management

Office administration

Executive assisting

Event planning

Communication skills

Time management

Tools

Salesforce

Asana

Zoom

Slack

Hugo

LastPass

Job description

The Administrative Associate will perform diverse administrative duties for Right To Be’s Team. Responsibilities include supporting the day to day business operations and ensuring successful execution of all organizational administrative processes. The Administrative Associate is an integral member of the Right To Be team and focuses on providing support to departments.

This non-exempt part-time position offers a hybrid schedule of 15 hours per week, split into three 5-hour days. The schedule will be Tuesday- Thursday You will work on-site at our Brooklyn office a minimum of one day a week (either Tuesday or Wednesday) and the remaining days remotely. You may occasionally need to go to the office 2 days per week. Some travel is required. There are no supervisory responsibilities. This position reports to the Vice President of Finance and Operations.

Responsibilities

Operations (Approximately 75% of the role)

• 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 (in person at our Brooklyn office location) 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.
• Staff Travel:
• Book flights, hotels, trains and/or local transit
• Set Up Uber vouchers, and complete per diem form
• Submit receipts to finance team in organized matter so they can charge clients for reimbursement
• Create Dossier of important flight and lodging information

Perform other related duties as requested or as responsibilities dictate. Collaborate with VP of Finance & Operations to plan monthly Wellness activities. Collaborate with Finance & Operations team to plan remote and in-person retreats.

Training Team Support

Approximately 20% of the role

• Assist with special projects and research for new initiatives.
• Salesforce Training Plan Updates
• Weekly public training registration reports
• Set up polls for public trainings
• Support with Public trainings with more than 100 Participants

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

Benefits

Compensation and Benefits Package

At Right To Be, we believe that in order to retain passionate and high-performing team members, our approach to compensation must be aligned with our organizational values. We strive to pay our employees competitively (we've got your back). We strive to be equitable in our compensation practices (unapologetically intersectional). We don't negotiate salary offers (transparency and honesty). And we want to pay our employees for the impacts they make on the organization (the right to be you).

The compensation for this role is $24.04/hr, 15 hrs/week.

We also offer a benefits package to Part-time employees that includes:

• A Monthly Health Care Stipend to cover health insurance costs.
• A work laptop & other necessary equipment.
• Generous Paid Time off (PTO, Wellness Leave, a week off between Christmas and New Years, Summer Fridays, and all major holidays).
• Please note all that benefits are subject to change at the discretion of Right To Be.