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Internal Application: Team Administrative Assistant, Education

International Social Impact | New York, NY | Full Time

Job Description

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


Main Duties include: 

Administrative Support to VP, Education 

  • Administrative duties such as filing, copying, calendar management, obtaining signatures, scanning, tracking documents, note-taking, expense report preparation, contract approval
  • Development and implementation of organizational systems for VP and department
  • Preparation of internal and external written communications and multi-media presentations
  • Trip preparation including arranging travel, obtaining visas, creating itineraries, creating travel briefing documents, managing expense reports; support travel preparations for other team members as possible
  • Meeting preparation, including ordering food as needed
  • Other admin support as requested

Administrative Support to International Social Impact Education Team

  • Ensure external and internal meetings and conference calls are planned and run smoothly and effectively by managing invites and conference call details, organizing meeting logistics, preparing meeting materials, preparing minutes and actions, coordinating follow-up, and booking facilities
  • Support various and multiple program design, implementation, performance management, and budgeting and communications functions
  • 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, time sheet and contract approval, file organization and maintenance, and asset cataloging
  • Developing trackers and tables for planning and monitoring upcoming tasks and responsibilities; milestones for project design, implementation, and evaluation; global education issues and others as needed
  • Meeting, event, and workshop preparation, including ordering food as needed, creating meeting briefing documents, in-person and virtual venue set-up, and any related contract and invoicing processes
  • Department intern coordination including hiring, onboarding, and management
  • Developing, formatting, proofreading, and fact-checking of presentations and department documents before circulation
  • 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 larger International Social Impact group
  • Department strategic support including designing department-relevant documents and public-facing project updates and social media posts
  • Proofreading and fact-checking of presentations and department documents before circulation
  • Supporting the education team with asset management or consolidation of files in SharePoint as needed
  • Processing project contracts and invoices through Sesame portals
  • Attendance and notetaking in meetings as needed and documentation/follow up on action items as appropriate

 

Qualifications:

  • BA/BS or equivalent experience
  • Experience with MS Office Suite
  • Experience with virtual meeting platforms
  • Work experience in a comparable position is preferred
  • Ability to work independently and collaboratively in a fast-paced environment, handle a heavy, diverse workload, and work closely with coworkers
  • Strong organizational and communication skills: the ideal candidate is detail-oriented, results-oriented and highly organized
  • Strong time management skills and ability to proactively manage others’ time when necessary
  • Proactive team player with an ability to spot inefficiencies, and propose effective solutions (creative problem-solving skills)
  • A willingness to work across cultural contexts and across time zones

 

Department Overview: International Social Impact is a division of the Social Impact and Philanthropy department that is responsible for growing Sesame Workshop’s global presence and initiating, implementing and strategically sustaining local brand adaptations to drive reach and impact. The Education Team resides within ISI and is responsible for education technical excellence across Sesame Workshop’s International programs.


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