Administrative Assistant, Crohn's Disease

Organization

The Leona M. and Harry B. Helmsley Charitable Trust (“Helmsley”) is a global philanthropy driven by a vision of building better futures for people by increasing access to healthcare, advancing new research and ideas, and improving the quality of everyday life. Helmsley strives to make a meaningful impact in its focus areas, matching its significant financial assets with a rigorous and results-oriented approach. Helmsley is committed to close and productive partnerships with its grantees, as well as with other funders and impact players in government, academia, and the private sector who share its interests and goals. Above all, Helmsley endeavors to be forward-thinking in every aspect of its work and will take risks that others cannot or will not take when the risk/reward trade-off warrants.

Since 2008, when Helmsley began its active grantmaking, it has committed more than $5.4 billion. For more information on Helmsley, please visit https://helmsleytrust.org/.

Program Description

Helmsley’s Crohn’s Disease Program, which made its first grant in 2009, is committed to finding cures, and until then to improving quality of life and care, for Crohn’s patients and finding better treatments for Crohn’s disease. To date, the program, which has rapidly become the largest private foundation funder in Crohn’s disease, has awarded grants in excess of $650 million to nonprofit organizations in support of the work of scientists and clinicians across the globe. Our strategy is focused on prevention, diagnostics, therapeutics, disease management, and disease biology.

For more information on the Crohn’s Disease Program, please visit https://www.helmsleytrust.org/programs/health-crohns-disease.

Position Summary

The Administrative Assistant will work with a very active Crohn’s Disease (CD) Program team. Responsibilities include managing calendars, making travel arrangements, completing expense reports, and coordinating event logistics.

Essential Duties and Responsibilities

• Manage calendars, schedule and coordinate meetings for appointed CD Program staff.
• Arrange domestic and international travel itineraries, including ground transportation, flights, hotels and other conference accommodation for the CD Program staff.
• Coordinate logistics for on and off-site meetings, including but not limited to scheduling, catering, travel arrangements, gathering and distributing meeting materials, and technical support.
• Facilitate and monitor Helmsley signature processes from senior staff on necessary documents.
• Serve as main contact to contractors, vendors and grantees to handle reimbursements, invoices, contracts, and other general inquiries.
• Create and submit expense reports according to Helmsley’s policies and procedures.
• Coordinate with accounting, grantees and/or consultants, to ensure timely processing of invoices, contracts, and other time sensitive documents.
• Assist CD Team in meeting grant-related deadlines and participate in budget forecasting discussions.
• Organize and maintain team’s electronic and physical files in accordance with Helmsley’s data governance framework.
• Perform ad-hoc assignments and special projects as needed to support the Helmsley organization.

Desired Qualifications

• Bachelor’s degree or equivalent work experience (minimum 3 years as an Administrative Assistant) preferred
• Attention to detail and strong work ethic is critical
• Must have excellent interpersonal, communication, and organizational skills
• Must have the ability to work effectively with a large team
• Must be able to work independently
• Must be able to work under pressure and prioritize multiple deadlines
• Requires strong writing, grammar, proofreading, and editing ability
• Proficiency in Microsoft Office required
• Advanced Excel skills and experience with budgets preferred
• Experience in customer oriented or client facing roles preferred
• Familiarity with foundations and/or the nonprofit sector a plus

Salary, Health, Well-being, and Living Our Mission

Helmsley is dedicated to creating stronger, healthier futures for communities in the U.S. and around the world. Helmsley colleagues are intelligent, creative, forward thinking, and strongly committed to working productively with each other and with our grantee partners. Each was drawn to Helmsley by the same opportunity: to help build this young organization into a leading global charitable institution that will drive meaningful and measurable positive change in lives throughout the U.S. and around the world for years to come.

Helmsley is committed to offering competitive and equitable compensation commensurate with experience. The targeted starting salary range for this position is $73,000-$81,100.

Comprehensive benefits currently offered to employees (subject to change) include:

• Employer-paid medical, dental, and vision for employees and their families
• Generous 401(k) employer contribution
• Hybrid work schedule (up to two remote days a week)
• 23+ paid vacation and sick days
• 13+ paid holidays
• End of year office closure
• Summer Fridays
• Tuition reimbursement
• Personal and team professional development opportunities

Application Information

To apply for this position, please submit a cover letter and resume (in Word or PDF format) to the posting listed on the Helmsley Career Page. If a reasonable accommodation is needed to participate in the job application process, please contact HR@helmsleytrust.org.

The position is based at Helmsley’s main office in New York City. Only those selected for an interview will be contacted. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

All persons hired must be authorized to work in the U.S. without the need for employment-based visa sponsorship now or in the future. Helmsley will not sponsor applicants for U.S. work visa status for this opportunity (no sponsorship is available for H-1B, L-1, TN, O-1, E-3, H-1B1, F-1, J-1, OPT, CPT or any other employment-based visa).

Helmsley currently permits a hybrid schedule requiring employees to work onsite in-office [at least] 3 days per week and 2 days remote with specific schedules determined by manager. The ability to work onsite and collaborate in person with colleagues at Helmsley’s office is an essential function of this job.

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required for the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Helmsley provides equal employment and promotional opportunities to all employees and applicants for employment based upon individual capabilities and qualifications without regard to race, color, religion, sex, gender identity, pregnancy, sexual orientation, age, national origin, marital status, citizenship, disability, veteran status, or any other protected characteristic as established under law.