Administrative Assistant, It

We are partnering with our client to assist with their search for an Administrative Assistant, CIO. Our client is an independent, national nonprofit dedicated to transforming the lives of children and families struggling with mental health and learning disorders. They work to deliver the highest standards of care, advance the science of the developing brain, and empower parents, professionals, and policymakers to support children when and where they need it most.

Responsibilities:

• Serve as the primary point of contact for internal and external parties on all matters connected to the CIO. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the CIO’s preferences and organization policy.
• Effectively and efficiently manage full calendars including the coordination of complex executive meetings. Requires interaction with both internal and external executives and assistants, as well as consultants, and will include logistics and catering at times. Make judgments and recommendations to ensure smooth day to day engagements.
• Work closely with and keep the CIO well informed of upcoming commitments and responsibilities, following up appropriately. As needed, research, collect and analyze information in advance to assist with decision making. Prioritizes tasks that require attention from the CIO and/or the CIO leadership team, as directed by the Office of the CIO.
• Provide the CIO with collected and prepared materials for meetings and phone calls; liaise closely with others to ensure efficient workflow.
• Compose and prepare correspondence on behalf of the CIO and other members of the IT leadership team as needed.
• Provide the CIO with a daily briefing to keep aligned and organized on a day-to-day basis and provide CIO with a "to-do list" of any outstanding items or materials that need to be reviewed in preparation for the next day or need higher prioritization.
• Design and produce complex documents, reports, and presentations.
• Build and maintain relationships with internal and external stakeholders.
• Coordinate communication with vendor and internal stake holders in project scoping and basic vendor management.
• Maintain contact lists.
• Develop and maintain systems and business processes to ensure the seamless execution of special projects and strategic initiatives.
• Continuously look for ways to improve efficiency of day-to-day tasks.
• Make travel plans for the CIO, book travel (domestic and international), prepare itineraries.
• Manage invoices and subscriptions, prepare pay orders, reconcile expenses, track expenditures, fiscal data entry, and organize vendor documents.
• Ingest IT invoices into ERP / Check request process and properly GL the invoice/expenses.
• Submit credit card and travel-related requests, prepare travel itineraries, and travel meeting agendas, prepare briefing materials, and reconcile travel expense reports, in a timely fashion.
• Support the Chief Information Officer with all necessary in-office administrative tasks, including meeting logistics, setting up video conferencing or presentation equipment, taking meeting minutes, managing guests, and storage space for the IT department.
• Support the Director of IT Operations to create and maintain Standard Operating Procedures (SOPs) for all administrative and budget management-related processes. Serves as a backup to the Quality Assurance Manager, when needed.
• Assist with special projects and additional duties as assigned by the CIO.
• Liaise and collaborate with IT Quality Assurance Manager.
• Handle sensitive information with discretion and maintain a high level of confidentiality.

Qualifications:

• Bachelor's Degree in Computer Information Systems or Business Administration or relevant equivalent.
• Strong interpersonal, communication, attention to detail, organizational, and customer service skills.
• Efficient time management skills to prioritize tasks and meet deadlines.
• The ability to handle multiple responsibilities and adapt to changing priorities.
• Understanding of, and investment in, the organizational processes, structures, initiatives, projects, and priorities.
• Excellent judgment, critical thinking, and creative problem-solving skills, including conflict resolution.
• Ability to maintain a high degree of initiative, dependability, and the ability to be productive in an autonomous environment.
• Professional demeanor and attitude.
• Self-starter and team player able to establish and maintain effective working relationships.

The anticipated salary range for this position is $51,449 - $64,311annually. Salary is based on a range of factors that include relevant experience, knowledge, skills, other job-related qualifications, and geography.

Our client is an equal opportunity employer and does not discriminate in employment based on race, religion (including religious dress and grooming practices), color, sex/gender (including pregnancy, childbirth, breastfeeding or related medical conditions), sex stereotype, gender identity/gender expression/transgender (including whether or not you are transitioning or have transitioned) and sexual orientation; national origin (including language use restrictions and possession of a driver's license issued to persons unable to prove their presence in the United States is authorized under federal law [Vehicle Code section 12801.9]); ancestry, physical or mental disability, medical condition, genetic information/characteristics, marital status/registered domestic partner status, age (40 and over), sexual orientation, military or veteran status, or any other basis protected by federal, state or local law or ordinance or regulation.

Job Type: Full-time

Pay: $51,449.00 - $64,311.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• What salary are you targeting?
• Can you commute to Manhattan 3 days a week?

Work Location: In person