Office & Events Associate

August 20th, 2019
Office & Events Associate

Office & Events Associate

  • Full Time
  • Entry Level
  • Applications have closed
Job Category: Administrative
Location: Manhattan
Job Sectors: Other

TITLE: Office & Events Associate

 

REPORTS TO: Chief Operations Officer; President as necessary

 

BASIC FUNCTION: The Office & Events Associate is an adaptable, articulate, highly-motivated person actively supporting Nonprofit New York’s  team, Board, and events, and ensuring the smooth functioning of our office. The Office & Events Associate enjoys supporting a wide range of individuals, maintains strong attention to detail, and thrives at multitasking.

 

CLASSIFICATION: Not-Exempt

 

BACKGROUND: Nonprofit New York’s mission is to strengthen and unite New York’s nonprofits–relentlessly building a healthy, unified, and powerful nonprofit community. We believe that healthy nonprofits are better equipped to fulfill their mission. And healthy nonprofits united in solidarity are an unstoppable force for good. Organizations are only as healthy as their people and are as strong as their systems. We provide resources and education to help them reach new levels of excellence and effectiveness. We rally the nonprofit community. When we come  together and unite as one, our voice is amplified, our influence is magnified, and real change is possible. 

 

With a Board representing all key nonprofit subsectors, and a full-time staff of nine plus one part-time employee, Nonprofit New York operates on a budget of close to $2.2  million per year. In May 2017, Nonprofit New York (then NPCC) announced an ambitious strategic plan with three primary goals: member building, movement building, and a stronger Nonprofit New York. We are a small, but mighty, team that likes to work strategically, have fun and be inspired. See www.nonprofitnewyork.org for more information.

 

KEY RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO: 


Facilities & Events Support

  • Coordinate all aspects of Nonprofit New York’s meeting room reservations, including catering, room set-up, AV needs, and guest management 

  • Maintain the “happenings” (events) calendar to ensure appropriate resources are available for Nonprofit New York’s programs

  • Support Nonprofit New York’s organizational events, including the Best Nonprofit Conference, Annual Meeting, and other member engagement events

  • Support with event and meeting logistics, including greeting, check-in/registration, volunteer management, set-up, and wrap-up

  • Reconcile meeting and event catering bills

  • Liaise with Ford Foundation building facilities and convening teams

 

Office Support 

Operations 

  • Inventory office supplies and make supply orders as needed to ensure seamless business and program operations

  • Maintain filing system for organizational records

  • Coordinate annual office clean up days 

  • Process and distribute  incoming mail

  • Field phone calls and emails requesting information or services; direct to appropriate 

staff as necessary 

  • Work with COO to support all aspects of business operations and personnel management

 

Technology 

  • Liaise with outsourced tech services support providers

  • Ensure proper functioning of office equipment

  • Troubleshoot technology issues and train staff in the use of equipment

  • Support the COO in efforts to maintain up to date technology and utilize available technology to create efficiencies in the organization

 

Finance 

  • Process incoming checks and maintain check log

  • Process Nonprofit New York’s monthly credit card bill, reconcile with expense log and receipts, and code expenses

  • Properly code and prepare all invoices and payables

  • Assist COO with the annual audit, as needed

 

Executive & Staff Support 

  • Support Nonprofit New York’s Senior Management Team (President, Chief Programs Officer, Chief Operations Officer) through schedule/calendar and communication management, administrative support 

  • Provide administrative support to Nonprofit New York’s President with Government Relations Council meetings, materials, and lists

  • Support COO with logistics for annual staff retreat

  • Provide administrative support to all staff, as needed


Board Support  

  • Support with logistics for Board  and Board Committee meetings, including room reservations and catering needs

  • Provide administrative support for all Board activities, including meeting material preparation for  quarterly Board meetings and regular meetings of all Board Committees

  • Take notes and draft minutes for Board Meetings, Executive Committee Meetings, Committee on the Board Meetings, and Audit Committee Meetings

  • Liaise with the Committee on the Board to support board member recruitment, nomination, onboarding, and evaluation process

 

QUALIFICATIONS: 

Skills & Experience

  • At least 1 – 2 years of professional work experience in a similar administrative role

  • At least 1 year of experience supporting with office/facilities management

  • Experience with event logistics a plus

  • Comfort working in databases, particularly Salesforce, a plus

  • Understanding of nonprofit management, infrastructure, and capacity building a plus

  • Experience working with high-profile individuals and/or Boards of Directors a plus

 

Attributes

  • Demonstrated interest in Nonprofit New York’s mission

  • Excellent customer service and/or relationship management

  • Excellent communications skills – both written and verbal

  • Ability to work effectively independently

  • Demonstrated success working in a team and developing effective working relationships with staff, board members, and vendors 

  • Ability to respond adeptly to rapidly changing priorities and successfully work on multiple initiatives at once

  • Meticulous attention to detail and excellent time/task management skills

  • Strong interpersonal skills with an outgoing and open personal style

  • Commitment to personal growth on issues of inclusion and racial equity a must

  • Integrity, confidentiality, and discretion

  • Sense of humor a plus

 

SALARY: $48,00 per year. Excellent working environment and benefits (health insurance, dental, vision, vacation, sick, holidays, 401k retirement, matching for 401k contributions).

 

HIRING PRACTICES: Nonprofit New York is an Equal Employment Opportunity and Affirmative Action employer. Nonprofit New York is committed to providing equal employment opportunity to all qualified individuals and endeavors to recruit and hire individuals of diverse races, colors, creeds, ethnicities, religions, genders, gender identities or expressions, ages, sexes, sexual orientations, national origins, disabilities, and citizen, marital, veteran and HIV statuses.

 

AMERICANS WITH DISABILITY SPECIFICATIONS – PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. 

 

WORK ENVIRONMENT: Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 

While performing the duties of this job, the employee is not exposed to weather conditions. 

 

HOW TO APPLY & SELECTION PROCESS: This is a full-time position, starting immediately. Please send cover letter, resume, and writing sample to [email protected]. Please use subject line: “Office & Events Associate.” No phone calls please. Candidates will be notified if we are seeking an interview. Because of the high volume of responses we receive, it may not be possible to respond to all inquiries. 

 

Prior to hire, candidates must complete up to two interviews. Interviews may include multiple staff members. Please inform Nonprofit New York within a reasonable time period prior to the interview of any reasonable accommodation needed.

Nonprofit New York

A relentless, collective force for good.

  • 320 East 43rd Street, 3rd Floor
  • New York, NY 10017
  • United States
  • Phone: (212) 502-4191
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