Full Time Job

Administrative Assistant

Sesame Workshop

New York, NY 06-22-2021
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  • Paid
  • Full Time
  • Entry (0-2 years) Experience
Job Description
Sesame Workshop is seeking an Administrative Assistant to support the offices of Diversity Equity and Inclusion, and Public Affairs. The role will support leadership in coordinating the organization's efforts to ensure diversity, equity, and inclusion (DEI) across all aspects involving staff, culture, and work – as well as track speaking opportunities to elevate Sesame's work and mission – including a focus on DEI and racial justice initiatives.

The role supports the DEI and Public Affairs teams 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 Chief DEI Officer, they will also 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 hands-on and a team player.   The right candidate 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 in NYC. Candidates should be local.

Main Duties include:   
• Administrative Support to SVP, Chief DEI Officer
• Administrative duties such as filing, copying, calendar management, answering phones, obtaining signatures, scanning, tracking documents, note-taking, expense report preparation, handling correspondence, 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 catering and supply orders as needed  
• Other admin support as requested 

Key Responsibilities: 
• Ensure external and internal meetings and conference calls are planned effectively and run smoothly 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 and presentations, as well as events for staff to support DEI and culture
• 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 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 catering as requested, preparing gift bags, printing materials, queuing presentations  
• Department communication management including obtaining and consolidating information to share periodic updates with CDEIO and the DEI/Public Affairs teams
• Processing project contracts and invoices through Sesame portals 
• Notetaking and calendaring for the internal DEI Council known as CARE
• Support coordinating activities for staff groups and events such as ERGs, DEI Speaker Series and others
• Collaborate with HR team to help coordinate inclusive and diverse internal programs
• Support curating resources to inform DEI discussion groups and goals
• Support outreach and research for potential speaking opportunities
• Draft summary briefs about conferences, summits, and other convenings where Sesame Workshop might pursue speaking opportunities
• Take notes during intake calls to capture the details of speaking opportunities to share with potential speakers
• Coordinate with the legal department to prepare speaker agreements and/or permission letters to support Sesame Workshop's representatives and content
• Maintain a current database of conferences, workshops, event hosts, and organizational partners
• Prepare travel briefing packets as directed for speakers and talent
• Prepare meeting agendas and materials
• Provide status reports regularly to the management team
• Manage file inventory and assist with printing and filing important emails, documents, presentations, etc.
• Assist with shipments and scheduling messenger deliveries as needed for engagements
• Draft budget estimates, create expense reports and coordinate invoices and payments
• Research venues, hotels, restaurants, and travel options as needed

Skills and Experience:

Qualifications:
• BA/BS or equivalent experience
• Experience with MS Office Suite is required – particularly PowerPoint and Excel to support creating presentations and spreadsheets
• 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 has strong detail orientation 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 
• Communicates clearly whether written or verbal
• Willingness and comfort with engaging with staff at all levels to help build an inclusive, equitable culture

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

Jobcode: Reference SBJ-d87976-3-236-84-188-42 in your application.