Administrative Assistant

Job DescriptionORGANIZATIONAL CONTEXT: Since its founding in 1986, Student Sponsor Partners (SSP) has been providing private high school education and mentorship to economically and educationally disadvantaged students. Thousands of students are supported by a sponsor and a mentor and attend private partner high schools located in New York City. SSP is made up of Philanthropy & Resource Development, Programs and General Administration (Finance, HR, IT. ) Reporting to the Associate Executive Director and Executive Director. Position SummaryThe Administrative Assistant is responsible for providing general administrative support to the department, ensuring the efficient operation of daily activities.

This position involves managing office tasks, coordinating communications, assisting with scheduling, maintaining records, and performing a variety of other administrative duties to facilitate the smooth functioning of the department. Position ResponsibilityAnswer and manage all incoming phone calls, emails, and other correspondence in a timely and professional manner. Schedule and coordinate meetings, appointments, and events, ensuring all necessary arrangements are made. Prepare and organize materials for meetings, including agendas, presentations, and documents. Maintain and update departmental filing systems, ensuring that documents and records are easily accessible and properly archived.

Manage office supplies, ensuring adequate stock levels and placing orders as needed. Assist with data entry, maintaining accurate and up-to-date records, databases, and spreadsheets. Handle incoming and outgoing mail, including packages, ensuring timely distribution and proper handling. Assist with travel arrangements, including booking transportation and accommodations for staff or department members. Assist in the preparation and submission of reports, documents, and presentations for internal and external stakeholders. Provide general clerical support, such as photocopying, faxing, scanning, and filing documents. Collaborate with other departments and teams to ensure the seamless execution of administrative tasks.

Maintain office organization and cleanliness, ensuring the workspace is tidy and well-stocked. Support other departmental staff as needed with various tasks and projects. Perform other duties and administrative tasks as assigned by the department manager or supervisor. Education, Skills And EcperienceMinimum of a High School diploma (or equivalent), Associate's Degree preferred. At least 1-2 years of experience in an administrative or clerical role. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software. Strong written and verbal communication skills. Excellent organizational skills and attention to detail. Ability to multitask and prioritize tasks effectively in a fast-paced environment.

Professional demeanor and excellent interpersonal skills. Ability to work independently and as part of a team. Familiarity with office equipment such as printers, fax machines, and copiers. Strong problem-solving skills and a proactive attitudeSalary: $75,000 per yearAll applicants who are offered employment with the organization will be subjected to a check of their background and criminal history screening either by the organization or by a third party vendor. The organization will review the relevant background information to select and retain the most qualified employees with the end goal of maintaining a safe and productive work environment.