Job Description

A nonprofit client of ours is looking for a temp (potential to go perm) Administrative Specialist.

Th hourly rate for this role will be $36-41/hr.

About the Role :

This role will provide vital administrative support to the Chief of Staff (COS) to the President. The position offers a mix of event coordination, project management, and general office assistance in a fast-paced environment. The ideal candidate will be proactive, adaptable, and able to manage multiple tasks while maintaining a high level of organization and professionalism.

Key Responsibilities :

Support to the Chief of Staff

• Coordinate and host workshops, leadership meetings, and conferences.
• Organize meeting materials, create agendas, manage internal calendars, and arrange catering.
• Provide day-of-event support, which may involve working outside normal business hours.
• Process invoices, expense reports, and honorariums in Concur and collaborate with Accounts Payable.
• Prepare travel arrangements for the Office of the President’s research staff, visitors, and interns.
• Attend meetings and take minutes, ensuring follow-up on outcomes and action items.
• Manage projects and correspondence, ensuring timely follow-up.
• Update related webpages with scientific highlights and content.
• Onboard new team members, assist with office tours, and ensure provision of necessary equipment and resources.
• Support summer school programs, including event coordination, student onboarding, and daily student support.

Additional Executive and Ad-hoc Support

• Provide administrative support for the General Counsel, such as calendaring and occasional correspondence.
• Act as a point of contact, screening calls and handling inquiries.
• Build strong internal and external working relationships.
• Assist with founder-related tasks or special projects.
• Greet and host visitors of the Office of the President.
• Support the President directly in the absence of the executive assistant, managing calendars and correspondence.

Qualifications :

• Proven experience in administrative support, ideally within an executive or senior leadership setting.
• Exceptional organizational and multitasking skills.
• Strong communication skills, both written and verbal.
• Proficiency with Concur and general office software.
• Ability to work autonomously and collaborate effectively in a team-oriented environment.

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