Administrative Assistant, Type 1 Diabetes

Hiring Organization: 
The Leona M. and Harry B. Helmsley Charitable Trust
City and State: 
New York, New York
Description: 

Organization

The Leona M. and Harry B. Helmsley Charitable Trust aspires to improve lives by supporting exceptional efforts in the U.S. and around the world in health and select place-based initiatives. Since beginning its active grantmaking in 2008, Helmsley has committed more than $2 billion for a wide range of charitable purposes. For more information on Helmsley, visit www.helmsleytrust.org.

The Type 1 Diabetes Program

The Type 1 Diabetes (T1D) Program began grant making in 2009, and it is committed to improving the lives of all people with type 1 diabetes by identifying interventions to prevent and delay the disease, and through investing in novel approaches to improving outcomes. We partner with key players across the T1D ecosystem – people with T1D, health care providers, researchers, caregivers, other funders, government agencies, pharmaceutical companies, device makers, insurers and grassroots and community organizations – to accelerate the development of devices, therapies and services that ease the burden of living with T1D globally. To date, the program, which has rapidly become the largest private foundation funder in T1D, has made close to 500 grants totaling more than $540 million. We are now increasing our efforts to ensure that proven treatments, management techniques, and therapies are available to all who need them wherever they live in the world.

Position Summary

The Administrative Assistant will work with a very active Type 1 Diabetes program team. Responsibilities include managing calendars, making travel arrangements, completing expense reports, and coordinating event logistics. 

Responsibilities

  • Maintain calendars, schedule meetings and calls, create and submit expense reports, and make travel arrangements, including: ground transportation, flights, hotels and other conference accomodations for the T1D program staff.
  • Coordinate logistics for on and off-site meetings, including but not limited to: 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 opperations to register guests, coordinate A/V needs for team, 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.

Desired Qualifications

  • Minimum 3 years experience 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 for 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 foundations and/or the nonprofit sector a plus.
  • Bachelor’s degree or equivalent work experience (minimum 3 years as an administrative assistant).

Application Process

The position is based at Helmsley’s main office in New York City.

Please submit cover letter and resumé (in Word or PDF format) at http://www.helmsleytrust.org/jobs-helmsley. 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 U.S. and to complete the required employment eligibility verification document form upon hire. Helmsley does not provide visa sponsorship for employment.

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.

 

Job Category: 
Publish date: 
09/03/2019
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