Administrative Assistant

Hiring Organization: 
Helmsley Charitable Trust
City and State: 
New York, NY


The Leona M. and Harry B. Helmsley Charitable Trust (“Helmsley”) is a global philanthropy driven by a vision of building better futures for people by increasing access to healthcare, advancing new research and ideas, and improving the quality of everyday life. Helmsley strives to make a meaningful impact in its focus areas, matching its significant financial assets with a rigorous and results-oriented approach. Helmsley is committed to close and productive partnerships with its grantees, as well as with other funders and impact players in government, academia, and the private sector who share its interests and goals. Above all, Helmsley endeavors to be forward-thinking in every aspect of its work and will take risks that others cannot or will not take when the risk/reward trade-off warrants.

Since 2008, when Helmsley began its active grantmaking, it has committed more than $4 billion. For more information on Helmsley, please visit

Position Summary

The Administrative Assistant (AA) supports the Investments Department team professionals and will offer secondary support to the Chief Investment Officer. This AA must have excellent collaboration skills and will work closely with the Investments Executive Assistant. The position requires extensive experience handling a wide range of administrative support-related tasks. The AA must be extremely well organized, flexible, and enjoy the administrative challenges of supporting a continuously evolving department within a private foundation. The AA must be able to work independently with limited supervision and demonstrate the ability to anticipate.

The ideal candidate will have the ability to excel in a fast-paced environment with competing priorities, while remaining flexible and proactive. A high-level of professionalism and confidentiality is critical to this role. Expert-level written and oral communication skills, strong decision-making ability, and attention to detail are equally important to the position.

Essential Duties and Responsibilities

  • Supports members of the Investment Department.
  • Manage and maintain complex schedules and multiple appointments in addition to an extensive contact database.
  • Coordinate, schedule, and monitor extensive travel arrangements.
  • Administer complex expense reports.
  • Coordinate and prepare all details related to calendar management including meetings, events, conference attendance, and calls (phone and videoconference), including catered meals for in-person meetings on-site.
  • Answer and manage communication within the Trust and with external collaborators.
  • Maintain and organize relevant Trust and Investment Department files and documents.
  • Assist with special projects and events as needed (e.g., holiday parties and cards, and Helmsley-wide initiatives).
  • Perform other duties as assigned including coordinating project-based work, summarizing meeting notes, assisting with mailings, and conducting online research.
  • Act as liaison between other departments within the Helmsley Charitable Trust.
  • Back-up the department Executive Assistant as needed.


  • Relevant experience working with executives required, with demonstrated ability to manage multiple priorities effectively.
  • Bachelor’s degree preferred.
  • Excellent interpersonal and communication skills (both verbal and written).
  • Must be detail oriented, have a proactive workstyle, unflappable demeanor, and strong organizational skills.
  • Demonstrated ability to exercise independent judgment and take initiative in a fast-paced environment working under deadlines and changing priorities.
  • Ability to represent and maintain a positive first impression of the Investments Department.
  • Excellent technical skills required using Microsoft Office. Familiarity with workflow and CRM software systems is a plus.
  • Ability to maintain confidentiality of information.
  • Experience with travel coordination and project management is preferred.

Salary, Health, Well-being, and Living Our Mission

Helmsley is dedicated to creating stronger, healthier futures for communities in the U.S. and around the world. Our staff are subject matter experts from a range of backgrounds in basic science, global health, and precision medicine, as well as the private sector and public policy.

Helmsley colleagues are intelligent, creative, forward thinking, and strongly committed to working productively with our grantee partners. Each was drawn to Helmsley by the same opportunity: to help build this young organization into a leading global charitable institution that will drive meaningful and measurable positive change in lives throughout the U.S. and around the world for years to come.

Helmsley is committed to offering competitive and equitable compensation commensurate with experience. The targeted starting salary range for this position is $70,000-$80,000.

Comprehensive benefits currently offered to employees (subject to change) include:

  • Employer-paid medical, dental, and vision for employees and their families
  • Generous 401(k) employer contribution
  • Hybrid work schedule (up to two remote days a week)
  • 23+ paid vacation and sick days
  • 13+ paid holidays
  • End of year office closure
  • Summer Fridays
  • Tuition reimbursement
  • Personal and team professional development opportunities

Application Information

To apply for this position, please submit a cover letter and resume (in Word or PDF format), via the link If a reasonable accommodation is needed to participate in the job application process, please contact

The position is based at Helmsley’s main office in New York City. Only those selected for an interview will be contacted. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

Except when working remotely as permitted by Helmsley’s temporary hybrid work policy, the ability to work and collaborate in person with colleagues at Helmsley’s office is an essential function of this job.

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required for the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Helmsley provides equal employment and promotional opportunities to all employees and applicants for employment based upon individual capabilities and qualifications without regard to race, color, religion, sex, gender identity, pregnancy, sexual orientation, age, national origin, marital status, citizenship, disability, veteran status, or any other protected characteristic as established under law.

How to Apply: 
To apply for this position, please submit a cover letter and resume (in Word or PDF format), via the link If a reasonable accommodation is needed to participate in the job application process, please conta
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