Administrative Assistant, Philanthropies

POSITION SUMMARY

The Administrative Assistant, Philanthropies is responsible for all administrative functions supporting the Chief Philanthropy Officer (CPO), the Housing & Homelessness team (HH) and the Racial Justice (RJ) team. The Philanthropies team has responsibility for implementation of Trinity’s strategic initiatives and uses grants, mission investments, convenings and policy engagement to drive global impact.

The hourly pay rate for this position is $43.96 to $52.20.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Coordinate calendars for the CPO and the Managing Directors, including scheduling meetings and conference calls.
• Act as the main point of contact for any scheduling related tasks for the Chief Philanthropy Officer. Collaborate with other Executive Assistants of Senior Management Team (SMT) members and participate in coordination meetings.
• Maintain the Philanthropies-wide calendar up-to-date and manage scheduling across Philanthropies for meetings related to the Grants Committee and grants cycles. Identify potential conflicts or synergies.
• Coordinate larger and external meetings for the HH and RJ teams, including supporting the directors and program officers in the teams when appropriate.
• Coordinates logistics for RJ and HH team meetings including set-up, scheduling rooms, IT notification, materials, etc.
• Book travel and accommodations for CPO, HH, RJ teams: generate itineraries, coordinate other travel-related materials and manage expense reports.
• Handle billing, process invoices and expenses reports, working in NetSuite and Concur and communicating with Finance, Treasury and Accounts Payable departments to ensure timely payments.
• Manage guest and partner hosting for managing directors including submitting names to security/reception, booking meeting rooms, transport, and hospitality as needed.
• Process grantee support payments for HH and RJ, keep track of contracts and save them in SharePoint.
• On some occasions, coordinate closely with the NYC Initiatives Program Associate and provide event coordination support for HH and RJ teams in team-led events including but not limited to scheduling the room, ordering catering, managing RSVPs, printing materials, etc.
• Contributes to team discussions and planning.
• Adheres to confidentiality rules and all other Trinity Church’s policies, procedures, and rules.
• Performs all duties in a manner that promote Trinity’s mission and core values.
• Assumes other related responsibilities and special projects, as required.

REQUIRED KNOWLEDGE, SKILLS, AND ACTIVITIES

• Excellent communication skills—both oral and written.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, CRM and other database management programs.
• Proficiency in SAP Concur preferred but not required.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Maintains professional demeanor in all situations and proven ability to handle confidential information with discretion.
• Ability to work in a mission/results-driven high-pressure environment.
• Ability to maintain a realistic balance among multiple priorities.
• Demonstrable experience of working for multiple executives.
• Flexible and able to work well with all levels of internal and external leadership and management as well as outside constituents and visitors.

REQUIRED AND PREFERRED EDUCATION, EXPERIENCE, AND CREDENTIALS

• Bachelor's degree required or an equivalent combination of training or experience.
• 3-5+ years of experience in administrative roles in fast-paced, high-pressure environment.
• Non-profit or foundation experience is a plus but not required.