Administrative Assistant, Human Resources And Diversity & Inclusion

WORK OPTION: Hybrid

The NBA is committed to providing a safe and healthy workplace. To safeguard our employees and their families, our visitors, and the broader community from COVID-19, and in consideration of recommendations from health authorities and the NBA’s own advisors, any individual working onsite in our New York and New Jersey offices must be fully vaccinated against COVID-19. The NBA will discuss accommodations for individuals who cannot be vaccinated due to a medical reason or sincerely held religious belief, practice, or observance.

Hybrid at the NBA is defined as a role that is expected to be on-site Tuesday, Wednesday, and Thursday.

Job Summary and Essential Functions:

The Administrative Assistant, Human Resources and Diversity & Inclusion will perform a wide variety of administrative activities for the Human Resources and Diversity & Inclusion departments while also supporting senior leadership team in accomplishing many projects and tasks that impact the daily operations of the department. The Administrative Assistant ensures all matters are handled in a very timely and professional manner, along with being resourceful in a fast-paced environment. This individual will be a trusted agent and handle sensitive and confidential information. The Administrative Assistant will interact with employees at all levels of the organization as well as external contacts and will be asked to make decisions on a regular basis with direction from the Senior Executive Assistant to the Chief People Officer & Chief Diversity, Equity and Inclusion Officer.

Major Responsibilities:

• Provide administrative support at the direction of the Senior Executive Assistant to the Chief People Officer & Chief Diversity, Equity and Inclusion Officer
• Coordinate large department orders for special events and off-sites (supplies, merchandise, catering, etc.)
• Secure conference rooms for meetings and ensures that Audio Visual needs are addressed and prepared prior to meetings (sets up of teleconferences and Zoom meetings) and handle catering and hospitality requests for meetings with external guests
• Event coordination for large scale Diversity & Inclusion summits and logistics
• Managing an active calendar of appointments
• Preparing travel and expense reports and ensures complete and accurate information is available
• Complete a broad variety of administrative tasks for the Human Resources and Diversity & Inclusion departments including:
  • managing an active calendar of appointments
  • preparing travel and expense reports and ensures complete and accurate information is available
  • composing and preparing confidential correspondence, itineraries, and agendas
  • compiling documents for travel-related meetings
• Submit guest registration requests, greets, and announces all external meeting attendees and incoming visitors
• Coordinate and manage planned activities and events by ensuring all logistical components are secured to include but not limited to registrations, reservations, securing equipment/products/event space, travel arrangements, partnerships with other internal and external stakeholders such as the conference and events team, information technology, security, volunteers, etc.
• Composing and preparing confidential correspondence, itineraries, and agendas
• Handle special requests as delegated by the Senior Executive Assistant for the Human Resources leadership team and Diversity & Inclusion team on ad-hoc projects
• Perform a variety of accounting activities, such as preparing and reconciling department Business Travel Account, Purchasing card & Meeting card expenses
• Compiling documents for travel-related meetings
• Support Human Resources and Diversity & Inclusion department team members as needed with tasks such filing, ordering office supplies, organizing mail and overseeing shipping of packages

Required Education/Professional Experience

• College degree with foundation in Human Resources preferred

Required Skills/Knowledge Attributes

• Strong work ethic, reliable
• Takes the initiative and Is proactive in identifying ways to improve outcomes
• Creative problem-solving skills
• Excellent oral and written communication skills
• Operates with the highest level of personal integrity and ethics
• Organized, strong attention to detail, efficient
• Ability to maintain a high degree of confidentiality concerning all matters
• Comfortable receiving feedback
• Takes direction well
• Advanced aptitude with all Microsoft Office applications including Word, Excel and PowerPoint
• Track record of successfully working as part of a team, in a fast-paced office environment
• Performs independent project-based work with little supervision
• Exceptional interpersonal skills and effectiveness in communicating across all levels of an organization
• Ability to manage multiple projects at one time with varying deadlines

Salary Range: $65,000 - $80,000

We Consider Applicants For All Positions On The Basis Of Merit, Qualifications And Business Needs, And Without Regard To Race, Color, National Origin, Religion, Sex, Gender Identity, Age, Disability, Alienage Or Citizenship Status, Ancestry, Marital Status, Creed, Genetic Predisposition Or Carrier Status, Sexual Orientation, Veteran Status, Familial Status, Status As A Victim Of Domestic Violence Or Any Other Status Or Characteristic Protected By Applicable Federal, State, Or Local Law.