Administrative Assistant

 

GENERAL PURPOSE AND SCOPE OF POSITION:  This position is accountable for providing a highly effective and organized administrative environment for the IP leadership executives…this includes understanding and utilizing a keen knowledge of Sesame Workshop and the International Project group’s operations in order to be fully engaged in work projects, processes and administrative end results.

 

PRINCIPAL ACCOUNTABILITIES:

This position will perform various functions of routine nature and related executive administrative functions, including but not limited to:

 

· Calendar management

o  Scheduling meetings

o  Prioritizing and reviewing meetings VP and replying to meeting requests accordingly

o  Scanning calendar consistently to incorporate updates and to avoid scheduling conflicts

o  Notifying as to any meeting cancellations or location changes

o  Coordinating conference rooms for meetings

 

· Answering phones as needed and maintaining call sheet log

 

· Prepare/write basic department reports and descriptions requested on an ad hoc basis

 

· Preparing correspondence/presentations

 

· Format presentations

 

· Continuously updating Contacts list

 

· Opening and distributing mail

 

· Processing monthly expense reports, and making  travel arrangements

 

· Exercising judgment in coordinating and establishing commitments and priorities…extensive calendar/time management

 

· Work with the Administrative Coordinator for the department support staff, including project directors…delegating administrative tasks and information to ensure effective and smooth department-wide administrative activities

 

· Summarizing and maintaining awareness of incoming materials… draws attention to important information and/or conflicts and make recommendations on such…works with little or no direction and demonstrates a continuous, organized drive for results

 

· Preparing accurate, high-quality correspondence and assisting with the preparation of presentation materials… demonstrates a superior passion for excellence in work quality

 

· Handling details of a confidential nature, and performing administrative functions and decisions based on Workshop and IP policy… value-added review and monitoring of administrative tasks… capable of balancing multiple projects and activities

 

· Coordinating logistics and details for internal and/or external events… demonstrates flexibility and balance of administrative duties, often under pressure and tight deadlines… demonstrates excellent rapport and interpersonal savvy with all

 

· Special projects as needed

 

 

CRITICAL POSITION BEHAVIORS:

1. Initiative: Being proactive in planning, a motivated self-starter, anticipating potential issues and independently undertaking steps to improve performance.  Effectively responds to pressure or crisis situations and acts professionally.  Uses resources well.  Follows through on ideas, assignments and open issues.

 

2. Client Focus: Develop and maintain relationships with other department members. Ability to act promptly to meet other department’s needs.

 

3. Attention to Detail: Thorough and accurate in accomplishing a task, no matter how small.

 

4. Adaptability: Interacts comfortably with individuals of varied backgrounds, organizations, etc. 

 

EXPERIENCE, KNOWLEDGE and SKILLS:

1.  Proficiency in PowerPoint, Word, Excel, and GroupWise.

2.  Willingness to learn and become proficient with new technical software.

3.  Strong people skills; willingness to work as part of a team; friendly and communicative phone, email and conversational manner.

4.  Organized and detail oriented; willing to help others manage their busy schedules.

5.  Ability to work independently with little supervision.

6.  Ability to complete multiple, diverse tasks with little supervision.

7.  Good writing skills; good communication skills.

8.  A positive attitude.

 

To be considered for this position, please send resume and cover letter to: human.resources@sesameworkshop.org or fax to 212-875-6113.

EOE/M/F/D/V