PART TIME Admin Coordinator | 20+ hours/week | 3-month assignment | Hybrid in NYC | Non-Profit
Our client is looking for an Administrative Coordinator for a part-time temporary assignment through the end of December, with the possibility of extending. The role will be approximately 20+ hours per week, ideally spread across Monday-Friday, with some morning availability each day and 1-2 days/week onsite in Midtown Manhattan (Tuesdays and Wednesdays). There can be some flexibility in how the hours are structured.
The organization is an educational Jewish nonprofit that cultivates the next generation of Jewish leaders through immersive learning and values-based programming. They are a non-political organization. The purpose of this role is to provide (1) calendar management and executive support to the CEO and (2) general administrative and program support to the team.
This role is a good fit for someone who is extremely organized, proactive, persistent, and comfortable taking ownership of follow-up. They need someone who will keep track of outstanding items, follow up when people don’t respond, notice potential scheduling or logistical problems before they become problems, and generally help keep things moving. This does not need to be a senior-level Executive Assistant, but candidates should have at least 2-3 years of professional administrative, coordination, or operations experience.
Hours: Approximately 20+ hours per week. They would ideally like the hours spread across five days, with at least a few hours of morning availability each day. The role is hybrid, with 1-2 days/week onsite to work directly with the CEO and handle office-related tasks, preferably Tuesday and/or Wednesday. The remaining hours can be remote, and there can be some flexibility or rotating hours.
Summary of Responsibilities:
FOR THE CEO
Calendar management and scheduling. Work with the CEO to look ahead at her schedule, identify potential conflicts or overly busy periods, protect focus and preparation time, and help things run smoothly.
Take ownership of scheduling and follow-up. Keep track of outstanding requests and follow up consistently with both internal and external contacts rather than waiting for the CEO to do it.
Meeting preparation. Work backwards from deadlines to make sure the CEO has the information or materials she needs and enough preparation time before meetings.
Book travel, hotels, and trains/flights and register the CEO for conferences. Be thoughtful about costs and budgets when considering travel options.
Manage monthly expenses and reimbursements through Emburse.
PROGRAM & ADMINISTRATIVE SUPPORT
Assist the Managing Director and Program Operations Manager with scheduling, coordination, and general administrative support.
Help arrange travel for program participants, including coordinating options and approvals while being mindful of organizational budgets.
Send emails to stakeholders, track responses, and follow up on outstanding items.
Work with finance to organize expense reimbursements and credit card reconciliations. This is coordination work, not accounting, but candidates should be comfortable with numbers and details.
Provide administrative support for programs and events, including registration lists, invitations, RSVPs, Zooms, venue coordination, room reservations, travel details, and catering.
Handle printing, physical mail, and other office-based administrative tasks when onsite.
Qualifications:
At least 2-3 years of professional administrative, coordination, or operations experience; nonprofit experience preferred.
Experience working with a Jewish organization would be a plus.
Extremely organized and detail-oriented, with the ability to keep track of multiple priorities without things falling through the cracks.
Proactive and confident about taking initiative and following up, including following up more than once when needed.
Strong written and verbal communication skills.
Comfortable working independently and knowing when to ask a question or flag a potential problem.
Someone who enjoys systems and processes and is comfortable learning and consistently using the systems already in place.
Thoughtful about budgets and costs, particularly when arranging travel or other services.
Technology: Google Workspace (Calendar, Gmail, Docs, Sheets), Zoom, Emburse, and minimal Salesforce.
Compensation: $30-$33/hr.
At TSS, we specialize in creating meaningful connections between talented professionals and impactful organizations. Our expertise is particularly strong in foundations, non-profits, and mission-driven organizations, with services extending to for-profit businesses throughout the NYC metro region and across the nation. We staff for temporary, temp-to-perm, and direct hire roles, and put a strong emphasis on building relationships and paying attention to the details to help make placements that exceed expectations!
TSS proudly follows all equal opportunity employment policies and employs personnel without regard to race, creed, color, ethnicity, national origin, religion, sex, sexual orientation, gender expression, age, physical or mental ability, veteran status, military obligations, and marital status.
DETAILS AT A GLANCE
JOB TITLE: Admin Coordinator
JOB TYPE: Temporary assignment, 3 months +, through end of December
HOURS: ~20/week, ideally split over Monday-Friday.
LOCATION: Midtown Manhattan office.
JOB ORDER NUMBER: 11466
START DATE: ASAP
Salary: $30-$33/hr.
HOW TO APPLY: Click on the apply button and send your resume to TSS. Please make sure to reference the job title and job order number in the subject line. If you are already registered with TSS, just send us an email.
This role is a TEMPORARY position through TSS. You would be employed and paid by our company and working directly with our client.