Job Description

A nonprofit organization in New York City is currently seeking an Administrative Assistant to join their team in Manhattan. Reporting to the Vice President of Government Affairs, the Administrative Assistant for External Affairs will serve as the key point of administrative coordination and collaboration for the External Affairs Team, composed of three interconnected departments: Development, Marketing and Communications, and Government Affairs. The Administrative Assistant will support the Chief Development Officer, Chief Marketing and Communications Officer, and the Vice President of Government Affairs, as well as perform tasks to support the successful functioning of the teams.

About the Opportunity:

• Start Date: ASAP
• Assignment Length: Ongoing (potential contract to hire)
• Schedule: Monday to Friday
• Hours: Flex (8am-4pm, 9am-5pm, 10am-6pm)
• Setting: Hybrid (3 days in office ; 2 remote)

Job Responsibilities:

• Schedule meetings among internal team members and with external stakeholders.
• Coordinate travel arrangements as needed.
• Provide general administrative office support, including answering and making telephone calls, typing, photocopying, scanning, faxing, and opening and distributing mail.
• Maintain and update constituent management databases, including but not limited to media, government, and donor lists.
• Organize and maintain various files and databases such as in-kind (non-cash) donations, etc.
• Assist with gift reporting and recording.
• Manage the calendar for city and state lobbying reporting requirements.
• Manage record-keeping for government and private grant submissions.
• Help organize electronic documents, digital photo files, paper files, and archives.
• Process and track contracts, invoices, and expense reports.
• Order supplies and materials; manage shipping and delivery of materials as needed.
• Other duties as requested.

• Associate Degree Required
• A minimum of two years of experience in a related field.
• A commitment to URI's mission and vision of a future without domestic violence and homelessness.
• Experience with Microsoft Office (Outlook, Word, Excel, PowerPoint, MS Teams), Adobe Acrobat, Zoom, and Monday.com.
• Familiar with Salesforce and/or other constituent relationship management tools and mailing systems such as MailChimp.
• Excellent written and verbal communication skills.
• A detail-oriented problem solver with exceptional interpersonal skills.
• High degree of cultural competence and belief in the value of diverse backgrounds, perspectives, and experiences.

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