Administrative/Office Assistant at Times Square Alliance

New York, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

16 Sep, 26

Salary

26.44

Posted On

18 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Microsoft Office Suite, Word, PowerPoint, Excel, Outlook, Administrative Support, Payroll Processing, Data Entry, Calendar Management, Meeting Coordination, Communication Skills, Confidentiality, Record Keeping, Onboarding, Expense Reconciliation, Minute Taking

Industry

Non-profit Organizations

Description

The Administrative/Office Assistant is a team member of the People & Culture department. Under the supervision of the Senior Vice President, People & Culture, the job responsibilities of the Administrative/Office Assistant include: Greeting guests & visitors to the Times Square Alliance and directing them to the appropriate people Answering calls and directing them to appropriate staff and departments Receive, sort and distribute mail throughout office (e.g. USPS, FedEx, UPS), as well as accepting office deliveries and notifying recipients Assist the People & Culture Department with record keeping, invoices, HRIS, biweekly payroll email, talent acquisition and onboarding, reconciling expense report, planning and execution of employee appreciation events and other special projects Assist Vice Presidents/Director of Executive Office with administrative functions, which may include scheduling, filing, faxing, preparing correspondence and performing other clerical functions Entering and maintaining data from non-assessment revenue/sales contracts; reconciling contract amounts with the finance department; and run fiscal year reports; monthly, quarterly and as needed Maintaining marketing materials at front reception area and maintaining newspaper and magazine archive Set up and break down of meeting spaces, equipment and technology to include, setting up virtual meetings, i.e. Zoom, Teams, Webex Assist with Board meeting preparation and during meetings Administrative support for Diversity, Equity, Inclusion & Belonging (DEIB) Council Taking minutes for various meetings Assist with ordering office supplies Assist with maintenance of office equipment Assisting with special projects as assigned Substitute for President’s calendar and other administrative functions when Director, Executive Office is out Qualifications/Skills: At least 2 to 3 years administrative experience Proficient with Microsoft Office Suite: Word, PowerPoint & Excel and Outlook Must exercise discretion, confidentiality, and judgment Shows enthusiasm, initiative and is a team player Pays attention to detail Excellent communication skills both verbal and written Comfortable interacting with the public via the phone and in person Must have confidence, a positive attitude and the ability to thrive under pressure This is in a non-remote position, in office only. Salary range: $24.00 – $26.44 per hour, non-exempt The Times Square Alliance is an equal opportunity employer. All qualified candidates are encouraged to apply.

Responsibilities

Provides administrative support to the People & Culture department and executive leadership, including guest reception, call routing, and mail distribution. Manages HR-related tasks such as payroll emails, onboarding, record keeping, and coordinating board meetings.