Administrative Assistant

The Children’s Tumor Foundation (CTF) is a patient-centered drug discovery engine for neurofibromatosis. The Administrative Assistant will provide overall support to the CEO and Chief of Staff, managing calendars, travel arrangements, and office operations while ensuring effective communication and confidentiality.

Responsibilities

• Manage, coordinate, and optimize the CEO's calendar, appointments, meetings, and travel, ensuring priorities are protected and competing demands are well-managed
• Arrange domestic and international travel, itineraries, logistics, and accommodations with attention to executive preferences and priorities
• Provide scheduling support to ELT members as directed by the Chief of Staff
• Maintain discretion and handle sensitive information with utmost confidentiality
• Oversee day-to-day operations of the NYC office, including preparing meeting spaces, managing keys, and maintaining inventory of supplies
• Manage the NYC storage unit, including inventory and coordination of materials
• Serve as backup in mail collection and distribution rotation
• Coordinate with vendors and service providers as needed
• Serve as a professional, warm, and informed first point of contact for internal and external stakeholders
• Answer and route phone calls and manage the voicemail inbox
• Draft, proofread, and edit communications to ensure accuracy, clarity, and brand consistency, as needed
• Support internal communications by preparing reminders, updates, and follow-up messages as needed
• Uphold high customer service standards while representing CTF as a brand ambassador
• Assist the Chief of Staff and Event Operations team in coordinating cross-departmental projects and initiatives, as needed
• Support organization-wide meetings, events, and initiatives, including logistics, materials, catering, or on-site coordination
• Additional duties as required

Skills

• Bachelor's Degree or equivalent combination of education and experience
• One (1) year of relevant professional experience working in a non-profit organization or administrative support role is preferred
• Strong written and verbal communication skills. Mature and professional demeanor
• Excellent attention to detail and strong organizational skills
• Ability to manage multiple tasks successfully and meet deadlines effectively
• Working knowledge of Google Suite; MS Office [Word, Excel, PowerPoint]; Adobe Acrobat
• Highly empathetic and motivated to understand the needs and challenges of others and support them with a service mindset
• Outstanding problem-solving skills
• Ability to be both a team player and work independently as needed
• Ability to successfully complete critical aspects of deliverables with hands-on approach
• Strong organizational skills to effectively manage and prioritize multiple tasks seamlessly with precise attention to detail
• Strong communication skills, including verbal, written, and email correspondence
• Demonstration of professionalism and positivity
• Ability to adapt quickly in a dynamic environment
• Anticipate the needs of Leadership
• Creative mindset, collaborative spirit, and team member approach
• Excellent customer service to CTF stakeholders, acting as a CTF Brand Ambassador
• Discretion in working with confidential information
• Must have unimpeachable integrity and trustworthiness and possess a high degree of tact, discretion and professionalism
• Verbal and written communication skills will be used daily
• Maintains effectiveness under pressure
• Ability to lift 25 lbs
• Flexible for overnight business travel (estimate 2-3 trips per year)
• Flexible to work evenings and weekends as needed
• Travel to two yearly conferences - some lifting/physical exertion required, long hours over several days

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