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Administrative Assistant

International Social Impact | New York, NY | Full Time

Job Description

Sesame Workshop is seeking an Administrative Assistant – Humanitarian Programs. The Department focuses on Sesame Workshop’s Play to Learn humanitarian initiative in reaching children and caregivers affected by the Syrian and Rohingya Refugee Crises in Bangladesh, Jordan, and Lebanon. This person supports the Play to Learn team in various aspects of their work, ranging from scheduling to processing invoices. The position requires flexibility, strong writing skills, multi-tasking skills, and detail orientation.  While the Administrative Assistant reports to the Senior Director, Project Management, the right candidate will also support the project with various aspects of the team’s work. 

The Administrative Assistant will provide daily administrative support to the VP of Education and the Education team members and will manage all support and workflow functions for the team.  As a part of a dynamic and changing organization, the Administrative Assistant will need to be an innovative, hands-on team player.   The right candidates will continually exercise frequent independent judgment while performing administrative duties and develop, implement, assess, and maintain strong knowledge of systems and procedures. 

Please note: This position is located in NYC. Candidates should be local.

 

Main Duties include:   

Administrative Support to VP, Humanitarian Programs 

  • Administrative duties such as filing, copying, calendar management, obtaining signatures, scanning, tracking documents, note-taking, expense report preparation, contract approval  
  • Preparation of internal and external written communications and multi-media presentations 
  • Trip preparation including arranging travel, support with travel documents, creating itineraries, creating travel briefing documents 
  • Meeting preparation, including ordering food as needed  
  • Other admin support as requested 

 

Administrative Support to Play to Learn Project  

  • Ensure external and internal meetings and conference calls are planned and run smoothly and effectively by managing invites and conference call details, preparing meeting materials, minutes and actions, coordinating follow-up, and organizing meeting logistics (including ordering food as needed, and booking facilities, setting up the venue, and any related contract and invoicing processes).
  • Internal events coordination including department events, presentations, and birthdays   
  • Maintaining program operations and logistics including tracking documents through approval processes to ensure timely delivery, expense report preparation, maintenance of the department’s PTO, travel, and activity calendar, travel coordination, file organization and maintenance, and asset cataloging and storage management.
  • Office maintenance including supply ordering and supply management, serving as a point of contact for facilities issues, office space, retrieving department mail.
  • External visitor coordination including scheduling meetings, greeting at reception, meeting prep, ordering food as requested, preparing gift bags, printing materials, queuing presentations  
  • Internal events coordination including department events, presentations, and birthdays  
  • Department communication management including obtaining and consolidating information from the project team to share periodic updates with SVP and the larger International Social Impact group  
  • Processing project contracts and invoices through Sesame portals 

 

Qualifications: 

  • BA/BS or equivalent experience
  • Experience with MS Office Suite is required 
  • Experience with virtual meeting platforms is preferred  
  • Ability to work independently and collaboratively in a fast-paced environment, handle a heavy, diverse workload, and work closely with coworkers  

Other:

  • Strong organizational and communication skills: the ideal candidate is a stickler for details and is highly organized 
  • Strong time management skills and ability to proactively manage others’ time when necessary 
  • Thoughtful and concise, respectful and discrete, ability to take direction and criticism professionally 
  • Results-oriented  
  • A willingness to work across cultural contexts and across time zones 

 

Project Information

Sesame Workshop has been awarded a $100 million grant from the LEGO Foundation to support a new early childhood development initiative for millions of children affected by the Rohingya and Syrian refugee crises. The 5-year program will leverage the power of learning through play, providing communities affected by refugee crises access to vital early learning opportunities. Together with BRAC and the IRC, and supported by our research partner NYU, we will reach displaced and host community children and their caregivers in Bangladesh and the Syrian response region through direct services and mass media programming. The program will also include robust and ambitious research and advocacy components aimed at identifying best practices for play-based learning in humanitarian response and encouraging prioritization and sustainable investment in early childhood development at national and international levels.


Equal Opportunity Employer/Minorities/Females/Veterans/Individuals with Disabilities/Sexual Orientation/Gender Identity