Office Assistant 100% Jobs

Administrative Assistant

Remote (Eastern Time Zone Preferred); New York City metropolitan area; or Greenwich, Connecticut

The Lipedema Foundation (LF), the world's largest funder of Lipedema research, is seeking an outstanding resourceful and collaborative professional to join our entrepreneurial team as an Administrative Assistant.

This is a fantastic opportunity to learn about philanthropy and impact an emerging corner of women's health research. This person will join an innovative start-up environment that values ownership, creativity and effectiveness, with potential to learn and grow.

Position Description

The Administrative Assistant, a new role reporting to the Office Manager and supporting the LF team, will provide crucial administrative and logistical support, and engage in frequent and on-going communications with colleagues, vendors, research awardees, patients and other collaborators to amplify LF's research and awareness work.

The position requires management of multiple simultaneous priorities, as well as thoughtful and collaborative communication.

Roles and Responsibilities

Support office administrative needs, including: scheduling meetings, managing calendars, tracking expenses, responding to voicemail (currently minimal)

Create and maintain internal tracking files and databases, including but not limited to equipment, credentials, memberships, and payments

Coordinate staff travel

Monitor email and news feeds for relevant information, sharing with colleagues and other stakeholders as appropriate

Help prepare the team for meetings, take meeting notes, and initiate and track follow-up actions

Manage external relationships including business partners and vendors; account setup, billing and payment

Conduct desk (internet) research to build own and the team's intelligence on new topics, collaborators, and experts

Tackle one-off projects, large and small, including ad hoc administrative support for other team members

Other duties as required

Event Logistics and Execution - 20%

Support the office manager and CEO in tracking and implementing LF's external event participation and sponsorship strategy

Assist Office Manager in planning and executing LF-sponsored events (e.g., LF scientific retreat; networking events)

Streamline, update and grow LF's constituent management database, including email lists, event attendance lists and other sources

Monitor and respond to external constituent inquiries (phone, email, social media), working with colleagues as needed to craft responses

Qualifications

Bachelor's degree or equivalent experience

1 to 3+ years of relevant experience preferred; familiarity with philanthropy, nonprofits, and/or medical research are a plus

Ability to work independently and team-based efforts with proactive and effective communication

Comfort and skill working in a remote office environment

Self-motivated, detail-oriented, extremely organized, and a pro at managing multiple priorities simultaneously

Excellent technology skills and proficiency in Google Suite; task management software (e.g., SmartSheet) and constituent mailing (Constant Contact) familiarity preferred

Comfort and interest in working with women's health issues, with a particular sensitivity to patient experiences with the healthcare system

Ability to handle confidential information, especially patient data, with discretion

Impeccable verbal and written communication skills and attention to detail

Ambitious and driven to learn and grow, with an interest in gaining knowledge about philanthropy and health research

We recognize that no applicant fits a job description perfectly, so we encourage candidates with most, but not all, of the above qualifications to apply.

Inclusivity

The Lipedema Foundation values equity and inclusion, and we encourage applications from people underrepresented in philanthropy to apply. All qualified applicants will receive consideration without regard to race, color, religion, sex, gender, sexual orientation, national origin, age, disability, genetic information, or any other class protected under federal or state law.

Compensation

The salary range for this role is $45,000-75,000 per year. LF offers a competitive benefits package, including generous insurance and retirement benefits.The ideal candidate will provide administrative support and will assist in ensuring seamless execution of tasks and assignments. This is a fast-paced environment and requires a professional who has initiative and strong judgment; in addition, they should be well-organized, self-directed, efficient, and adaptable with a strong work ethic. The Executive Assistant will be expected to interact professionally with all levels of internal and external personnel, via TEAMS calling, TEAMS Messaging, Outlook email and in-person or video, communication. Responsibilities: Maintains / manages calendars, meeting arrangements, and conference calls; resolves scheduling conflicts; arranges travel accommodations; assists with planning and scheduling meetings / special events for staff • Screens and responds to incoming TEAMS calls/chats, emails, meeting requests and other forms of communications • Handles requests and queries appropriately and in a timely manner dealing with confidential and complex matters • Prepares, reviews Travel expense reports, purchase orders to process invoices, sets up and manages vendors and ensures timely payment • Assists with opening Talent requisitions, handles logistics for all aspects of onboarding new employee hiring processes including, IT requests, MyHr and HEARTBEAT applications • Coordinates the efficient office operations by maintaining and utilizing confidential and general shared folders and network drives. Use Ariba to order and ship supplies to employees and perform all other relevant duties for management • Provides organizational support on multiple deliverables including, but not limited to, PowerPoint presentation editing and organization charts, Ariba Purchase Orders, Catering and Supplies, Excel and OneNote for database management and reports • Supports office in-person meetings as needed. • Assures that all assigned projects are completed in a timely and efficient manner and proactive follow-up is done • Performs other duties as assigned and consistently uses good judgement to proactively recommend improvement to processes and procedures • Acts as a subject matter expert on systems and processes for managers and employees. The position supports a VP and directors in the Medical Economics Unit. This is a WAH position.

Independently provide advanced, diversified and confidential administrative support requiring a broad experience, skill and knowledge of organizational operations, policies and practices. Initiates correspondence, resolves complex inquires, coordinates complex meeting and travel arrangements. Coordinates Manager’s time commitments both internally and externally. Has authority to handle most issues in Manager’s absence.

Manage workflow for incoming items to ensure that issues are directed to the appropriate area (particularly in Manager’s absence). Monitor status of delegated items to ensure closure. Majority of work involves confidential business materials.

Open, reads, organizes, prioritizes and responds to incoming email, or directs it to appropriate area for response. Monitors status to ensure closure.

Authorized to manage calendars, making all changes independently, for both internal and external time commitments.

Manages daily calendar to ensure that priorities are accomplished, and unplanned items are address appropriately.

Organizes and maintains directories, record retention and follow-up on pending items.

May monitor budget for cost center. May prepare budget reports.

May lead special projects and is authorized as a reviewer for expenditures up to an assigned dollar amount.

In manager’s absence, has authority to handle most issues.

Drafts correspondence for manager’s final approval.

Participates in a backup administrative support system, and works closely with the MEU administrative team.

Please keep in mind that this range represents the pay range for all positions in the job grade within which this position falls. The actual salary offer will take into account a wide range of factors, including location.

Preferred Qualifications

3+ years of office management experience (large meeting planning, travel, logistics, calendar management, MyHR)

Ability to organize and lead projects and perform multiple tasks for a busy executive

Strong problem-solving ability and to work independently

Flexible and ability to adapt readily to changing circumstances and working with staff in various time zones

Communicate to manager and colleague to ensure all parties have clear understanding of assigned activities

Lead office administrative activities for the MEU organization

Act as the subject matter expert on numerous systems required in the role

Manage all aspects of logistics for onboarding of new hires and department administration

Strong communication and interpersonal skills

Detail oriented and organized

Strong calendar management skills

Computer literate with the ability to learn new software applications quickly

Intermediate to advanced level abilities with Microsoft Office, TEAMS, ARIBA, IT, Heartbeat applications

Ability to organize and lead projects and perform multiple tasks for a busy executive

Strong problem-solving ability and to work independently

Flexible and ability to adapt readily to changing circumstances and working with staff in various time zones

Communicate to manager and colleague to ensure all parties have clear understanding of assigned activities

Lead office administrative activities for the MEU organization

Act as the subject matter expert on numerous systems required in the role

Manage all aspects of logistics for onboarding of new hires and department administration