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Administrative Assistant, Human Resources
Job
Tunnel To Towers Foundation
[Unknown City], NY (In Person)
$60,000 Salary, Full-Time
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Job Description
Job purpose The mission of the Tunnel to Towers Foundation is to honor the sacrifice of firefighter Stephen Siller who laid down his life to save others on September 11, 2001. We also honor our military and first responders who continue to make the supreme sacrifice of life and limb for our country. The Administrative Assistant provides high-level administrative and operational support to the Vice President, Human Resources. Ensures efficient coordination of HR activities, strong internal communication, and smooth day-to-day operations in support of a growing, mission-driven organization. Duties and responsibilities Provide direct administrative support to the VP, Human Resources, including complex calendar management, meeting coordination, and travel arrangements. Prepare agendas, materials, and presentations for meetings with Foundation Leadership. Prioritize and manage competing demands to ensure alignment with strategic priorities. As directed, support coordination across the HR leadership team, including HR Business Partners, HR Operations, and Talent Acquisition. Assist with tracking key HR initiatives, deliverables, and follow-ups. Proofread and format internal communications, presentations, and reports. Maintain organized and accessible HR documentation and files. Take notes and track action items for key HR and leadership meetings. Assist with project coordination, including timelines, logistics, and deliverables. Manage orders and expense tracking for VP, Human Resources. Coordinate logistics for HR vendors, consultants, and external partners. Provide general administrative support to ensure effective HR operations. Handle confidential and sensitive employee and organizational information with discretion. Maintain professionalism in all interactions and documentation. Assist in improving administrative processes and workflows within HR. Support organization of shared files, templates, and systems. Identify opportunities to enhance efficiency and coordination. Qualifications Associate's or Bachelor's degree preferred; equivalent experience will be considered. Minimum of 5 years of administrative or executive support experience, preferably supporting senior leaders. Experience in Human Resources or nonprofit/mission-driven organizations strongly preferred. Experience managing complex calendars and supporting multiple stakeholders. Exceptional organizational and time management skills with the ability to prioritize competing demands. Strong attention to detail and accuracy. Ability to anticipate needs and operate proactively. Excellent written and verbal communication skills. Strong ability to draft and format professional documents and presentations. Ability to communicate effectively with all levels of staff. Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). Experience with collaboration tools (e.g., Teams, Zoom, SharePoint). Ability to quickly learn HR systems and internal platforms. Strong relationship-building skills with a service-oriented mindset. Ability to work effectively across teams and functions. Professional presence when interacting with senior leadership. Proven ability to handle sensitive and confidential information. High level of integrity, professionalism, and sound judgment. Highly organized, reliable, and detail oriented. Proactive, resourceful, and solution oriented. Adaptable in a growing, evolving environment. Strong alignment with the foundation's mission and values. Experience supporting a VP or executive in a mid-sized organization (~500+ employees). Familiarity with nonprofit organizational environments. Experience supporting internal projects or events. Identify opportunities to enhance efficiency and coordination across HR functions. Pre-employment screening, including a background check, is required. Working conditions Special Working conditions may include: a change in days worked, shift hours, and/or working conditions (outdoors or other locations) when participating and assisting in special events such as: NYC Tunnel to Towers Run and other events, as required.