Office Operations Assistant

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

Organization

The Leona M. and Harry B. Helmsley Charitable Trust (“Helmsley”) is a global philanthropy driven by a vision of a world where everyone has the resources they need to thrive by increasing access to healthcare, advancing new research and ideas, and improving people’s quality of life no matter where they call home. 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 $3 billion. For more information on Helmsley, please visit www.helmsleytrust.org.

Position Summary

The Office Operations Assistant candidate will support the Office Manager resulting in a high level of customer satisfaction across the organization. Responsibilities include assisting with reception, office operations, and general administrative support.

Essential Duties and Responsibilities

  • Support the Office Manager to ensure a smooth-running office.
  • Assist with opening and closing the office.
  • Act as support for front desk coverage at breaks, end of day, and time off.
  • Enter incoming guests into the building’s security system.
  • Provide help with events catering services, including set up and breakdown
  • Inspects and cleans physical condition of office areas including reception area and conference room.
  • Notifies management concerning need for major repairs.
  • Oversees compliance with recycling.
  • Accept supplies and hardware deliveries, verify amount and distribute accordingly.
  • Order and maintain office supply inventory.
  • Prepare and submit monthly invoices and supporting documentation to accounts payable for supplies and service vendors.
  • Participate in special projects across departments.

Desired Qualifications

  • At least 3 years of progressive experience in hospitality or a related field
  • BA/BBA preferred
  • Experience with managing multiple priorities effectively
  • Analyzes and resolves work problems or assists employees in resolving work problems
  • A solution-oriented attitude and ability to operate with a sense of urgency
  • Experience with personal computers and MS applications, such as Word, Excel, Outlook, and Powerpoint
  • Must be able to effectively communicate both verbally and written, with all levels of employees and guests in an attentive, friendly, courteous, and service-oriented manner
  • Ability to lift and carry objects weighing an average of 25-50 pounds,
  • Must thrive in team setting and work well independently

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 $61,000 – $66,000.

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, resume (in Word or PDF format), via the link https://helmsleytrust.org/about/#careers-section.

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 for when working remotely due to the COVID-19 pandemic, the ability to work and collaborate in person with colleagues at Helmsley’s office is an essential function of this job. To protect the health and safety of our employees, and consistent with Helmsley’s mandatory vaccination policy, all new hires (except those granted reasonable accommodations in accordance with applicable law) are required to be fully vaccinated for COVID-19 before their start date. 

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, resume (in Word or PDF format), via the link https://helmsleytrust.org/about/#careers-section.
Job Category: 
Publish date: 
11/23/2022