Administrative Assistant Community Affairs

Job Description

Job Description

Title: Administrative Assistant – Community Affairs

Location: Bronx, NY

Salary Range: $45,000-$55,000

FLSA Status:  Non- exempt

Role Summary: The successful candidate will provide support and assistance to the Executive Director of Public Relations. This position is designed for an experienced Administrative Assistant with strong communication and organizational skills. The Administrative Assistant will assist the Executive Director of Public Relations in many tasks related to scheduling, event planning, purchasing and the overall job responsibilities of the Community Affairs department.

Primary Job Responsibilities/Duties:

• Aides the Executive Director by anticipating needs for maximum efficiency and impact with all communications, tasks, meetings & special projects for the Community Affairs department. 
• Schedules appointments and proactively manages outlook calendar; reviews and responds to emails, calendar events, coordinates meetings, organizes responsibilities, ensuring the Executive Director follows up as necessary; sets up conference calls and coordinates meeting arrangements; greets visitors. 
• Demonstrates professionalism and courtesy in representing the Executive Director through interaction with top level executives, business partners, consultants, and co-workers. 
• Works closely and effectively with the Executive Director to keep he/she well informed of upcoming commitments and responsibilities, following up appropriately. 
• Handles multiple priorities and deadlines with exemplary follow through and confidentiality. 
• Creates presentation materials for board meetings, including graphs, flow charts, and PowerPoint presentations. 
• Manages incoming telephone calls, electronic and paper mail, taking initiative to manage inquiries from inception to completion; provides information, follows through and handles correspondence for review, and/or direct inquiries to proper team members. 
• Performs a variety of administrative functions: prepares correspondence, analysis, reports, memos and presentations; creates and maintains files; sends faxes, letters, and emails on behalf of the Executive Director. 
• Occasionally attends meetings and takes minutes. 
• Performs other departmental duties and participates in projects as assigned. 

Physical Requirements:

• Ability to sit for extended periods and perform repetitive tasks.
• Must be able to lift and carry up to 20 pounds.
• Must be able to travel to multiple NYC sites as needed.

Work Environment / Schedule Requirements:

• May be required to work shifts, including evenings or night tours and/or Saturdays, Sundays and holidays with holiday pay differential.
• Office setting with regular exposure to computer screens and moderate noise levels. 

Qualifications:

• Must be able to read, speak, write, and understand English for administrative purposes.
• Must pass drug screening to be appointed.
• This position may be subject to a series of investigations before and after appointment.
• BA/BS or equivalent in Administration, Public Relations, Human Relations, and/or Management with a minimum of 1-year experience working as an Administrative Assistant on the executive level experience or 
• AA/AS or equivalent in Administration, Public Relations, Human Relations, and/or Management with a minimum of 3-years working as an Administrative Assistant on the executive level experience 
• Extensive knowledge of Microsoft Office, PowerPoint, Excel, Outlook 
• Knowledge in community outreach and/or event organizing a plus  
• Proven ability to work collaboratively with diverse groups 
• Strong organizational skills, detail-oriented, and efficient 
• Ability to meet deadlines 

Equal Employment Opportunity:

NAICA is an equal opportunity employer committed to maintaining a diverse workforce and inclusive work environment. As such, discrimination in any aspect of hiring or employment based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy, childbirth, and related medical conditions), or other applicable legally protected characteristics is strictly prohibited.

Applicants of all backgrounds and experiences are encouraged to apply. NAICA will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable federal, state, and local laws, rules, and regulations. NAICA also offers reasonable accommodations as required by applicable federal, state, and/or local laws. Applicants seeking an accommodation for any part of the application or interview process should contact Human Resources by sending an email to HumanResources@naicany.org with the Subject “Reasonable Accommodation Request.”

NAICA Offers a competitive benefits package that includes:

• Comprehensive Health, Dental and Vision Benefits for full-time employees
• 403(b) Retirement Savings Plans
• Loan Forgiveness Programs for eligible employees
• Paid Holidays and Vacation
• Paid Time-off
• Vol Life Insurance and AD&D
• Term Life and AD&D insurance
• Long Term Disability
• Employee Assistance Program support (EAP)
• Commuter Benefits Program
• Aflac: Short-Term Disability, CA, Accident and Hospital
• Employee Discount Program

False Statements

Misrepresentation of your experience, skills, or education, or submission of false/fraudulent information or documentation during the application process may result in the rejection of your application or termination of your employment.

At-Will Employment Disclaimer:

While we sincerely hope to form a long and mutually beneficial relationship, please note that NAICA is an at-will employer. Under these terms, employment is subject to termination at any time, without notice and with or without cause, at the discretion of the organization.