PT Administrative Assistant

The Arab American Association of New York (AAANY) seeks a professional, motivated and highly organized individual to join our team as a Part-time Administrative Assistant (AA)

. The AA plays a critical role in supporting our staff through a variety of clerical activities and related tasks. They also play an important role in managing our reception area traffic and ensuring the safety of our employees and community members. The PT-time Administrative Assistant (AA) reports to the HR Manager and works in coordination with all the staff.

Roles and Responsibilities :

• Supervising day-to-day operations of AAANY's Front Desk .
• Developing, reviewing, and improving administrative systems, policies, and procedures

. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies with support from our operation manager.

• Collecting, organizing, and storing information using computers and filing systems.
• Cover the reception desk all the time.
• Handle sensitive information in a confidential manner
• Reply to email, telephone or for the HR and the ED.
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Receive, sort and distribute the mails
• Answer telephone calls and pass them on
• Manage staff appointments with the coordination of the other PT administrative assistant.
• Maintain up-to-date employee holiday records
• Oversee the work of front desk volunteers and interns
• Greet and assist visitors/clients to the office
• Photocopy and print out documents on behalf of visitors/clients
• schedule and coordinate meetings, appointments and travel arrangements for Managers and the ED
• Closely work with the FT Administrative assistant on monitoring the front desk and admin performance of the organization

. Other responsibilities, as assigned, including but not limited to: participation in staff meetings, assisting with community events, etc.

Qualifications:

• Proficient in written and spoken Arabic;
• Has a contagious and positive work ethic, inspires others and models the values of the Arab
• American Association of New York;
• Demonstrate strong leadership skills: whether youre managing a group of interns or volunteers to
• help in the front desk, yoll need to keep a level head, be able to multitask and have excellent people skills;
• Maintain a calm, cool, and collected demeanor at all times and be able to work with guests that are under profound stress;
• Previous experience in a professional office preferable;
• Familiarity or experience with community-based organizations is an asset;
• Confidence and comfort with discussing and handling sensitive issues such as immigration status and health care needs;
• Must be able to maintain and preserve clients’ confidentiality and personal information. The sharing of such information is not tolerable and breaches AAANY’s confidentiality and code of conduct policy and could be grounds for termination from your position;
• Extremely well-organized and manages their time effectively.
• Ability to multi-task effectively & comfortable working in a fast-paced environment.
• Problem-solving nature, responds with urgency and creativity.
• Excellent communication skills, including in person, by phone, and by email
• An effective team player who contributes valuable ideas and feedback and can be counted on to
• meet commitments.
• Cultural competency and experience working in urban communities of color.