T1D Program Administrative Assistant — Hybrid

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

Benefits offered by this job

Employer-paid health benefits

Hybrid work schedule

Paid vacation & sick days

Paid holidays

Year-end office closure

Summer Fridays

Professional development opportunities

Job summary

The Helmsley Charitable Trust in New York City is seeking an Administrative Assistant for the Type 1 Diabetes team to manage calendars, coordinate travel, and handle expense reports. This role supports logistics for meetings, liaises with contractors and grantees, and assists with program research while serving during peak seasons.

The position offers a hybrid work model with remote days and a starting salary range of $73,000–$81,100, reflecting a commitment to competitive compensation and

Qualifications

• Bachelor’s degree or equivalent work experience (minimum 3 years as an administrative assistant)
• Attention to detail and strong work ethic is critical.
• Must have excellent interpersonal, communication, and organizational skills.
• Must have the ability to work effectively with a large team.
• Must be able to work independently.Must be able to work under pressure and prioritize multiple deadlines.
• Requires strong writing, grammar, proofreading, and editing ability.
• Proficiency in Microsoft Outlook and Word required.
• Familiarity with Excel and PowerPoint strongly preferred.
• Familiarity with Concur preferred but not required.
• Familiarity with foundations and/or the nonprofit sector a plus.

Responsibilities

• Maintain calendars, schedule meetings and calls, create and submit expense reports, and make travel arrangements.
• Coordinate logistics for on and off-site meetings, including scheduling, catering, travel arrangements, gathering and distributing meeting materials, and technical support.
• Facilitate and monitor Helmsley’s signature process from senior staff on necessary documents.
• Serve as main contact to contractors, vendors, and grantees to handle reimbursements, invoices, contracts, and other general inquiries.
• Coordinate with accounting, grantees and/or consultants, to ensure timely processing of invoices, contracts, and other time sensitive documents.
• Organize and maintain grantee and proposal files; assist in keeping central files current.
• Work closely with office operations to register guests, coordinate A/V needs for teams, provide international travel information and be overall point of contact for appointed T1D program staff.
• Assist in program research and data gathering.
• Assist other staff members on an ad-hoc basis during peak seasons and perform other duties as required.

Skills

Attention to detail

Interpersonal skills

Organizational skills

Communication skills

Independent work

Written communication

Microsoft Outlook

Microsoft Word

Excel

PowerPoint

Concur familiarity

Nonprofit sector knowledge

Education

Bachelor’s degree or equivalent

Tools

Outlook

Word

Excel

PowerPoint

Concur

Job description

The Helmsley Charitable Trust in New York City is seeking an Administrative Assistant for the Type 1 Diabetes team to manage calendars, coordinate travel, and handle expense reports. This role supports logistics for meetings, liaises with contractors and grantees, and assists with program research while serving during peak seasons.

The position offers a hybrid work model with remote days and a starting salary range of $73,000–$81,100, reflecting a commitment to competitive compensation and