Administrative Assistant

Scope

With minimal direction, the Administrative Assistant (AA) provides high-level administrative support as needed, handling a wide range of administrative and executive support tasks, and is able to work independently with minimum supervision.

The AA must consistently be attentive to detail, work with accuracy and demonstrate a high level of professionalism, sound judgment, discretion, and confidentiality in handling sensitive internal and external matters. The ideal candidate is polished, proactive, high-energy, results-oriented, and exceptionally organized, with outstanding written and verbal communication skills and a strong commitment to providing the highest level of service.

Responsibilities

• Positively represent executives and the organization at all times and follow organizational policies and procedures
• Manage and maintain schedules, appointments, and travel arrangements
• Answer and screen telephone calls and visitors, with a high-level touch and professionalism, tactfully handling inquiries and referring to appropriate party, as needed
• Conduct research and gather data as needed
• Provide support to department heads as needed
• Complete monthly expense reports
• Arrange travel for executives and guests as needed
• Serve as a Paley Ambassador by actively sharing Paley’s social media content to amplify organizational reach and engagement
• Handle special projects and other duties as assigned

Core Competencies

Our successful employees meet the following criteria:

• Highly organized with proven ability to meet deadlines and budgets.
• Strong team player who collaborates well with others
• Ability to take ownership of all tasks and manage simultaneously
• Strong verbal communication and good business writing skills
• Positive and professional demeanor with excellent interpersonal, administrative, and managerial skills
• Ability to handle and prioritize multiple tasks while maintaining attention to detail
• Resourcefulness, creativity, and strong problem-solving and research skills

Requirements

• Bachelor’s degree
• 4 years of administrative experience in a fast-paced environment
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks proficiently with very strong attention to detail and follow up
• Excellent communication skills, written and verbal
• An independent thinker who is very detail oriented with excellent organizational skills
• A high energy team player who is proactive with great initiative
• Ability to perform thorough research to compile information and generate reports
• Proficient in MS Word, Excel, PowerPoint, and SharePoint
• Entrepreneurial spirit; excited about the future of media
• Strong work ethic with desire and preference to work in-person as part of a cohesive, collaborative, high-energy, in-the-office work environment
• Ability to work a flexible schedule, including evenings, weekends, holidays, and occasional overtime, as needed to support the Paley Center's dynamic calendar of events and programs
• Bilingual fluency in Spanish a plus