Harlem Children’s Zone

Administrative Assistant

3+ months agoNew York, NY

HCZ requires all employees to be fully vaccinated against COVID-19 as a condition of employment. Accordingly, successful candidates must be fully vaccinated against COVID-19 and submit proof of vaccination prior to commencement of employment.

We are currently seeking a highly motivated, extremely organized, and exceptionally skilled Administrative Assistant to provide support to our Program Director, Peacemaker Programs. The ideal candidate will work closely with program management and perform administrative functions including but not limited to managing Program Director calendar, answering incoming calls, drafting departmental correspondence, creating spreadsheets, and ordering supplies.

Essential Duties and Responsibilities

  • Provide direct administrative support to Program Director and Peacemaker afterschool programs
  • Manage Program Director calendar and phone line
  • Prepare memorandums and reports
  • Create and edit informational documents and presentations
  • Perform general clerical duties, including but not limited to: photocopying, scanning, mailing, and filing
  • Organize and maintain files, both hard copy and electronic, and creating new paper and electronic filing systems to better manage files as needed
  • Maintain inventory of office supplies
  • Process and monitor expense payments through HCZ’s online check processing system
  • Schedule meetings, including contacting and considering multiple calendars, securing and setting up meeting space
  • Oversee bi-weekly and monthly meetings for Peacemaker programs
  • Support program staff in assigned project based work
  • Assist with special events
  • Perform other duties as assigned

Qualification, Skills and Knowledge Requirements
  • A commitment to the mission and programs of HCZ
  • Comfortable working in various urban settings and with diverse populations
  • High School Diploma; Bachelor’s degree preferred
  • At least 2 years experience working in administrative support
  • Excellent written and oral communication skills
  • Ability to think critically, strategically and multi-task
  • Strong attention to details and deadlines is imperative
  • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and Outlook
  • Prior experience working with youth is a huge plus

We offer competitive salaries and a comprehensive benefits package. To be considered, interested applicants must submit a cover letter and resume. No telephone inquiries or recruiters please. Replies will only be sent to qualified applicants. HCZ is an EOE.


Job ID: Harlem-ADMIN01692