• Administrative Assistant to Borough Director and Associate Director of Neighborhood Libraries

    Location US-NY-Staten Island
    Job ID
    2018-10325
    # of Openings Remaining
    1
    Type
    Full-Time Regular
    Department
    LSS, Library Sites and Services
  • Overview

    Library Sites and Services is seeking a dynamic and enthusiastic administrative support professional who functions in an efficient, detail-oriented, and proactive manner. The Administrative Assistant will be responsible for providing administrative support to the Borough Director and Associate Director of Neighborhood Library Networks, who are collectively responsible for managing 53 branch libraries throughout  Manhattan and Staten Island.

    Principal Responsibilities

    Reporting to the Borough Director of Manhattan and Staten Island and the Associate Director of Staten Island Neighborhood Library Networks, the Administrative Assistant will:

    • Manage the daily schedules of the Borough Director and Associate Director, including maintaining busy calendars, scheduling and planning meetings, ensuring managers arrive to meetings on time, anticipating necessary background material, directions and other items required for each activity on the schedule
    • Produce letters, memoranda, presentations, reports, etc. as necessary; proofread documents for appropriate grammar, punctuation and spelling
    • Draft and distribute general email to mass groups regarding branch closures, operating hours and other pertinent information
    • Coordinate the collection, compilation and distribution of various reports, forms and other documents
    • Develop and maintain a robust user-friendly paperless filing system
    • Provide phone coverage on an as needed basis
    • Serve as the recording secretary at various meetings
    • Assist the Borough Director and Associate Director in monitoring department budgets and expenses
    • Execute special projects as needed

    NYPL Core Values

    Helpful

    Resourceful

    Curious

    Minimum Qualifications

    • College degree or equivalent combination of education and experience
    • Strong analytical, interpersonal and communication skills (orally and written)
    • Strong time management skills; ability to handle multiple concurrent assignments, with a high degree of accuracy, and meet deadlines in a high pressure environment
    • Excellent organizational and prioritization skills; detail oriented
    • Ability to perform in a fast paced environment and interact with senior level managers under highly demanding conditions
    • Excellent phone manner and management a must
    • Self-starter with the ability to work independently and with minimal guidance
    • Aptitude for solving problems
    • Must have superior skills in MS Word, Excel, PowerPoint, Google Applications (mail, calendar, documents)

    Preferred Qualifications

    • Prior experience in a public library, cultural organization or not-for-profit preferred
    • Ability to analyze data preferred

    Work Environment

     

    • Office setting
    • Public library setting

     

     

    Physical Duties

    May require travel within NYC

    Union / Non Union

    Non Union

    Options

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