Department: President
Reports To: Chief of Staff
The Children’s Tumor Foundation (CTF) is the drug discovery engine for NF, a group of genetic conditions that cause tumors to grow on nerves. By bringing together patients, doctors, scientists, and pharma, CTF drives treatments, advances care, and delivers faster results for millions affected by NF. NF refers to all types of neurofibromatosis and schwannomatosis, which collectively affect 1 in every 2,000 individuals.
General Summary
The Administrative Assistant reports to the Chief of Staff to provide overall support to the CEO and assists with various project work. The Administrative Assistant is responsible for providing administrative and logistical support to the Chief of Staff and CEO and occasionally the Chief Growth Officer and other members of the executive team. This fast-paced position will require someone with a service mindset who is adept at managing multiple work streams simultaneously. This position requires both attention to detail and flexibility to move from project to project. This position will require someone who is highly organized and able to collaborate across departments and maintain confidentiality.
Principal Duties & Responsibilities
Represent CTF by answering phone calls, reviewing and responding to correspondence; collaborating with the Chief of Staff to assist in arranging company functions; answering questions and meeting requests.
Support the Chief of Staff and liaison with senior management and staff to plan and prepare materials for meetings, projects, functions and initiatives.
Proofread communications to ensure the highest quality outputs.
Create, maintain and coordinate the CEO and CGO’s calendars and the overall CTF master calendar.
Monitor and triage emails and other communications.
Coordinate organization-wide meetings both on-site and off-site, including the preparation and planning of logistics, materials, and catering.
Schedule appointments, conference calls and videoconferences.
Arrange domestic and foreign travel, develop itineraries and agendas, book other transportation, lodging and meeting accommodations.
Prepare and reconcile expense reimbursements and invoices for the executive team.
Oversee the main office and storage unit in New York City, i.e. collect mail, prepare the office for in-person meetings, oversee office keys.
Performs additional duties as required.
Knowledge, Skills and Competencies
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.
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.
Effective communication skills, including verbal, written, and email correspondence.
Excellent customer service to CTF stakeholders, acting as a CTF Brand Ambassador.
Discretion in working with confidential information.
Minimum Qualifications
Bachelor’s Degree or equivalent combination of education and experience.
One (1) year of relevant professional experience in administrative support; experience working in a non-profit organization 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 (Gmail, Drive, Calendar, Docs, Slides, Forms, etc); MS Office [Word, Excel, PowerPoint]; Adobe Acrobat; Zoom.
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.
Working Conditions, Equipment Used and Special 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. Flexible to work evenings and weekends as needed. Travel to two yearly conferences – some lifting/physical exertion required, long hours over several days.
Equal Employment Opportunity
CTF and Insperity provide equal employment opportunities to all employees and applicants in all Foundation facilities without regard to race, color, religious creed, sex, national origin, ancestry, citizenship status, pregnancy, childbirth, (or related medical conditions, including, but not limited to lactation), physical disability, mental and/or intellectual disability, age, military status or status as a Vietnam-era or special disabled veteran, marital status, registered domestic partner or civil union status, gender (including sex stereotyping and gender identity or expression), medical condition (including, but not limited to, cancer related or HIV/AIDS related), genetic information, or sexual orientation in accordance with applicable federal, state and local laws. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Please send resumes to Jennifer Ching, Human Resources Director at Jching@ctf.org
