Administrative Associate

This non-exempt part-time position offers a hybrid schedule of 15 hours per week, split into three 5-hour days (Tuesday–Thursday). You will work on-site at our Brooklyn office a minimum of one day per week (either Tuesday or Wednesday) and the remaining days remotely. Some travel is required. There are no supervisory responsibilities. This position reports to the Vice President of Finance and Operations.

Responsibilities

Operations (Approximately 75% of the role)

• Responsible for general office duties, routing phone calls, data entry, and fulfilling miscellaneous external inquiries sent to the general organizational email.
• Update electronic files as needed and tasks in Asana.
• Receive and forward (in person at our Brooklyn office location) correspondence, including scanning mail and checks, to appropriate staff.
• Coordinate shipping of any equipment to/from office location.
• Order office equipment for staff, create tracking systems, and monitor against budgets.
• Process and scan all physical checks/donations, properly input them in Salesforce, and track in the document retention folder.
• Ensure and maintain a tidy, clean, and organized office environment.
• Provide administrative and capacity support to departments as needed.
• Prepare and route contracts through DocuSign for signature.
• Draft, type, and proofread letters, memos, documents, presentations, and reports.
• Build knowledge of organizational systems and provide troubleshooting support to staff, including systems such as: Zoom, Slack, Asana, Hugo, LastPass.
• Maintain and renew platform licenses as needed.
• Regularly update organizational calendars and internal wiki site.
• Ensure all organizational docs have the appropriate logo and branding information included.
• Arrange conference rooms, catering, presentation materials, and audio/visual setup as needed for meetings.
• Staff Travel:
  • Book flights, hotels, trains, and/or local transit.
  • Set up Uber vouchers and complete per diem forms.
  • Submit receipts to the finance team in an organized manner so they can charge clients for reimbursement.
  • Create a dossier of important flight and lodging information.
• Perform other related duties as requested or as responsibilities dictate.
• Collaborate with VP of Finance & Operations to plan monthly Wellness activities.
• Collaborate with the Finance & Operations team to plan remote and in-person retreats.

Training Team Support (Approximately 20% of the role)

• Assist with special projects and research for new initiatives.
• Salesforce Training Plan Updates.
• Weekly public training registration reports.
• Set up polls for public trainings.
• Support with public trainings with more than 100 participants.

Requirements

• 2+ years of experience in project management, office administration, executive assisting, event planning, or similar work experience.
• Comprehensive knowledge of computer software applications and ability to learn new technology quickly.
• Must be highly adaptive to management styles and changing needs, re-prioritizing tasks and projects as needed.
• Excellent organizational, recordkeeping, interpersonal, and written and oral communication skills.
• Highly organized, self-directed, detail-oriented, results-driven, and motivated by project coordination and deadlines.
• Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously, and deal with highly confidential information.
• Event planning skills.
• Outstanding written and verbal communication skills.
• Personal integrity, credibility, and passionate commitment to Right To Be's mission.
• Commitment to strong performance, high standard of accountability, and openness to feedback.
• Must have a solution-oriented approach to conflicts.

Benefits

• Compensation: $24.04/hour, 15 hours/week.
• A monthly healthcare stipend to cover health insurance costs.
• A work laptop and other necessary equipment.
• Generous paid time off (PTO, Wellness Leave, a week off between Christmas and New Year’s, Summer Fridays, and all major holidays).