Organization
Founded in 1968, the Guttmacher Institute is a global leader in advancing sexual and reproductive health and rights. Through a unique and interrelated program of high-quality research, evidence-based advocacy and strategic communications, the Institute works to generate new ideas, encourage enlightened public debate, and promote sound policy and program development; its overarching goal is to ensure the highest standard of sexual and reproductive health and rights for all people worldwide. The Institute is engaged in building a more inclusive, transparent and equitable organization.
Position Summary
The Operations Assistant will serve as an administrative assistant to the Finance & Administration division supporting the Director of Administrative Services and the Vice President for Finance & Administration, assisting the Budget & Grants Administrator with various tasks, as well as serving as point person for other intermittent projects for the division.
Responsibilities
- Process vendor invoices and liaise with Finance staff to ensure prompt and accurate payments.
- Assist with new onboarding staff.
- Manage off-site storage file retention according to the Institute’s policies.
- Maintain various inventories and staff lists, division correspondence, and update instructional manuals.
- Schedule meetings, send out reminders, and assist with calendar maintenance:
- Post Intranet updates.
- Compile visitor names for daily security lists and manage check-in for meetings involving outside guests.
- Assist in triaging building and maintenance requests and ensure requests in ticketing system are commenced and followed through.
- Assist the Vice President of Finance & Administration with special projects and general administrative support.
- Serve as back-up for the mailroom staff; and
- Perform other job-related duties as assigned by supervisor.
Required Skills
- Attention to Detail
- Technical Proficiency
- Time Management
- Communication Skills
- Customer Service Orientated Interpersonal Skills
Qualifications
- A minimum of four years’ experience as an administrative assistant in a professional office setting.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office/365 with ability to create spreadsheets using Excel and work proficiently within heavily formatted Word and Excel documents.
- Knowledge of Asana, Questica or budgeting software, and WordPress preferred.
- Must be highly dependable, flexible, and able to prioritize multiple deadlines.
- Excellent interpersonal skills with ability to interact culturally, linguistically, and diplomatically with diverse internal and external individuals; and
- Strong interest in sexual and reproductive health and support of the Institute’s mission.
Salary and benefits
The starting salary for this position is between $53,572 to $76,800 and will be commensurate with experience. This is a Union represented position and will require in-office attendance 5 days per week. At the Guttmacher Institute, we offer excellent benefits, including medical, dental, vision, and life insurance; vacation, personal, and sick time; paid parental leave; tuition reimbursement; commuting subsidy; and a 401(k) plan with employer match. The range for this position is specific to New York and DC, but base pay may vary depending on a wide range of factors, including experience, skill sets, and training. New hires are typically brought into the organization between the minimum to midpoint of the salary range posted depending on qualifications, internal equity, and the budgeted amount for the role.
The Guttmacher Institute strives to provide the training and support staff needed to be successful in their positions and to grow professionally.