Click here to learn about Academy events, publications and initiatives around COVID-19.

We are experiencing intermittent technical difficulties. At this time, you may not be able to log in, register for an event, or make a donation via the website. We appreciate your patience, and apologize for any inconvenience this may cause.

Our site is under planned maintenance. At this time, you will not be able to log in, register for an event, or make a donation via the website. We appreciate your patience, and apologize for any inconvenience this may cause.

Support The World's Smartest Network
×

Help the New York Academy of Sciences bring late-breaking scientific information about the COVID-19 pandemic to global audiences. Please make a tax-deductible gift today.

DONATE
This site uses cookies.
Learn more.

×

This website uses cookies. Some of the cookies we use are essential for parts of the website to operate while others offer you a better browsing experience. You give us your permission to use cookies, by continuing to use our website after you have received the cookie notification. To find out more about cookies on this website and how to change your cookie settings, see our Privacy policy and Terms of Use.

We encourage you to learn more about cookies on our site in our Privacy policy and Terms of Use.

Administrative Assistant

JOB TITLE:   Administrative Assistant

DEPARTMENT:  Executive

REPORTS TO:  Executive Assistant to the EVP & COO

SCOPE OF RESPONSIBILITIES:

The Administrative Assistant will provide administrative support cross-departmentally to the organization’s senior leaders including the Chief Scientific Officer, Senior Vice President, Advancement, and others. The Administrative Assistant will also provide project management support to leaders.

ESSENTIAL DUTIES:

As part of an administrative pool and under the direct supervision of the Executive Assistant to the EVP & COO, the Administrative Assistant has primary responsibility for providing a full range of administrative support for the organization’s leadership. Primary accountabilities are listed below.

  • Provides administrative support to members of the leadership team, including but not limited to proactively managing calendars, scheduling meetings, making travel arrangements, drafting, editing, and proof-reading letters and other documents, preparing agendas and recording minutes, completing expenses reports, and initiating follow-up in a timely manner.
  • Assists with the coordination of a range of complex special events, often including high-level attendees.  Coordinate logistical arrangements, assist with drafting agendas and oversee the production and distribution of materials.
  • Additional tasks as required for administrative support of the Executive team’s function as a whole.

REQUIREMENTS:

  • Bachelor’s degree preferred and/or 2-3 years relevant work experience in administrative support role required.
  • This position requires a high level of professionalism, organization, and collaboration, as well as the ability to handle confidential materials with discretion.
  • Evidence of analytic and research skills to gather and determine essential data from a variety of independent sources.  Microsoft Office experience required.
  • Must have excellent communication and phone skills, be able to multi-task, prioritize, organize, and complete work effectively and efficiently both independently and collaboratively on a team.

WORK SCHEDULE:

The Academy operates during standard business hours Monday through Friday from 9am-5pm. The standard workweek is 35 hours unless otherwise noted.

HOW TO APPLY: 

Applications must include a resume, cover letter, and desired salary to be considered.

WORK ENVIRONMENT/PHYSICAL DEMANDS:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, etc. This is largely a sedentary role; however, some movement is required.

EEOC STATEMENT:

The New York Academy of Sciences is an Equal Opportunity Employer, adhering to the laws which prohibit discrimination in the terms, conditions, and privileges of employment.  Academy policy expressly prohibits discrimination in employment because of any legally impermissible classification, including but not limited to an actual or perceived race, creed, color, national origin, sex, age, religion, and any other characteristic protected by federal, state, or local law.