Administrative Assistant, Zone High School After-School

Harlem Children’s Zone (HCZ) — a world-renowned education and poverty-fighting organization based in New York — seeks an enthusiastic, dedicated, and mission-aligned Administrative Assistant for the Zone High School after-school sites.

The Administrative Assistant will bring a passion for the mission of Harlem Children’s Zone: break the cycle of intergenerational poverty with comprehensive, on-the-ground programming that builds up opportunities for children and families to thrive in school, work, and life.

We are seeking an organized, committed Administrative Assistant to assist the Zone High School Site's Director with administrative, planning, and logistical tasks related to daily program operations. This position will work closely with program management teams as well as staff at all levels of the organization from multiple programs and departments within HCZ.

For more information, check out Want to Work at Harlem Children’s Zone? Here’s 7 Things You Need to Know.

• 2+ years of related professional experience
• Bachelor’s degree

What You’ll Do

Assist the Program Director in all aspects of their work, including but not limited to:

• Organize and maintain files, both hard copy and electronic, and create new paper and electronic filing systems to manage files better as needed
• Process and monitor expense payments and vendor payments through platforms such as Fresh Works and Coupa
• Perform general clerical duties including but not limited to photocopying, scanning, mailing, filing, and preparing and sending both hard copy and electronic correspondence as required
• Schedule meetings, including contacting and considering multiple calendars, securing and setting up the space
• Assist with preparations for various trainings, including creating documents and presentations, making copies, securing space, ordering food, setting up space, etc.
• Conduct research and create memos, summary reports, or compilations of research to share internally
• Monitor plans and timelines, create summary updates, and follow up with HCZ staff as required
• Manage the purchase and delivery receipt for all office supplies and other orders
• Create and edit informational documents and presentations
• Managing special projects
• Assist Program Directors with other projects as necessary

Who You Are

• A commitment to the mission and programs of HCZ
• Bachelor’s Degree required
• Outstanding oral, written, and interpersonal communication skills
• Excellent time management and organizational skills with the ability to work well under pressure and to meet tight deadlines
• Demonstrated project management skills, including an ability to manage multiple tasks with strong attention to detail
• Experience and facility with numbers, budgets, and spreadsheets
• Demonstrated ability to work collaboratively with diverse stakeholders
• Ability to work independently and to think critically and strategically
• Strong proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, OneDrive, Teams)
• Strong proficiency in G-Suite or Google Workspace (Google Drive, Docs, Sheets, Slides, Forms, etc.)
• Zoom proficient

Schedule

• Monday – Friday, 10 am – 6 pm, 11 am - 7 pm, 12 - 8 pm (flexibility required based on after-school hours)
• Additional flexibility may be required depending on changes to after-school program schedules and events. 

As a member of the Harlem Children's Zone team, you will join a supportive and inclusive community dedicated to helping children, families — and our staff — thrive. We offer highly competitive salaries, a comprehensive benefits package, and growth opportunities.

Our exceptional full-time benefits include: 

• Highly competitive base salaries
• Paid time off 
• Employee referral bonus 
• Career Advancement
• No-cost health insurance
• Life Insurance
• Short-and long-term disability
• Additional voluntary benefits
• Wellness discounts
• Commuter benefits
• Financial wellness perks
• Additional Benefits (Discounts on flights, hotels, theme parks, concert tickets, and more.)

The salary range for this position is $45,000 - $55,000 per year. To be considered, interested applicants should apply directly through the posting. No telephone inquiries or recruiters, please. Replies will only be sent to qualified applicants. Harlem Children's Zone is an Equal Opportunity Employer.