T1D Program Admin Assistant (Hybrid NYC)

The Leona M. and Harry B. Helmsley Charitable Trust (Helmsley); New York (NY); Hybrid; USD 73,000 - 81,000; Full time

Benefits offered by this job

Hybrid work schedule

Medical/dental/vision for employees

Vacation and sick days

Holiday pay

End of year office closure

Professional development opportunities

Job summary

The Leona M. and Harry B. Helmsley Charitable Trust is seeking an Administrative Assistant to support its Type 1 Diabetes program in New York.

You will maintain calendars, schedule meetings and calls, process expense reports, and arrange domestic and international travel for the T1D team. Responsibilities include coordinating meetings, handling reimbursements, working with vendors and grantees, and assisting with program research.

Qualifications

• Bachelor’s degree or equivalent work experience (minimum 3 years as an administrative assistant).
• Excellent interpersonal, communication, and organizational skills.
• Ability to work independently and under pressure, prioritizing multiple deadlines.
• Proficiency in Microsoft Outlook and Word; familiarity with Excel and PowerPoint.
• Familiarity with Concur preferred.

Responsibilities

• Maintain calendars, schedule meetings and calls, create and submit expense reports, and make travel arrangements (international and domestic).
• Coordinate logistics for on and off-site meetings, including catering, travel, and meeting materials.
• Serve as main contact to contractors, vendors, and grantees for reimbursements, invoices, and contracts.
• Coordinate with accounting, grantees and consultants for timely processing of documents.
• Organize and maintain grantee and proposal files and assist with central filing.
• Assist with program research and data gathering.
• Support staff during peak seasons and perform other duties as required.

Skills

Interpersonal skills

Communication

Organizational skills

Education

Bachelor’s degree or equivalent

Tools

Outlook

Word

Excel

PowerPoint

Concur

Job description

The Leona M. and Harry B. Helmsley Charitable Trust is seeking an Administrative Assistant to support its Type 1 Diabetes program in New York.

You will maintain calendars, schedule meetings and calls, process expense reports, and arrange domestic and international travel for the T1D team. Responsibilities include coordinating meetings, handling reimbursements, working with vendors and grantees, and assisting with program research.