Administrative Assistant

Client overview

The hiring organization is a respected private institution focused on pushing forward work in mathematics and the fundamental sciences. Located in New York City, it offers a collaborative, purpose-driven workplace that supports innovative research efforts. The team is seeking a motivated Administrative Assistant to join and contribute to this environment.

Compensation

The pay range for this role is $25 to $31 per hour.

Position summary

This role calls for a highly organized and proactive Administrative Assistant to support the Chief of Staff and the President. The right candidate will be a dependable team player with strong administrative capabilities and prior experience coordinating events.

Key responsibilities

• Deliver day-to-day administrative assistance to the Chief of Staff and, when needed, provide occasional support to the General Counsel.
• Coordinate schedules, travel plans, calendar management, and expense submissions.
• Help organize workshops, leadership gatherings, conferences, and a summer school program.
• Assist with event logistics, including catering, audio/visual setup, presentation materials, room setup, and post-event cleanup.
• Prepare presentations in PowerPoint and Google Slides.
• Keep internal calendars current and refresh related webpages as needed.
• Join meetings, record notes, and track follow-up actions.
• Assist with onboarding new employees and support visiting guests, interns, and research personnel.
• Provide backup executive support to the President when required.
• Handle incoming calls and inquiries, welcome visitors, and complete special assignments.
• Take on additional duties as assigned.

Required qualifications

• 3 to 4 years of experience in an administrative support role, with responsibility for calendar and travel coordination at a senior level.
• Demonstrated background in project coordination and event planning.
• Strong written and verbal communication abilities.
• Capability to manage multiple priorities, stay organized, and work independently with strong attention to detail.
• Proficiency with Microsoft Office tools, especially PowerPoint, Word, and Excel, along with Google Apps and Concur.
• Comfort working in a fast-moving, changing environment and handling sensitive information with discretion.
• Willingness to work extended hours during events for approximately 3 to 6 days per month.
• Professional, punctual, and highly organized working style.

Preferred background

• Prior administrative experience in a nonprofit or academic setting.
• Familiarity with cloud-based tools such as Dropbox and Google Workspace.
• Ability to build strong working relationships across all levels while maintaining confidentiality and professionalism.

Education

A bachelor’s degree is preferred.

Benefits

• Eligibility-based access to the Atrium Care Package, which may include healthcare coverage, discount programs, and paid time off.