Administrative Assistant to the Director

The New York Public Library - Manhattan, NY4.1

Full-timeEstimated: $64,000 - $82,000 a year
Established in 1970 and located at Fifth Avenue and 40th Street, the Mid-Manhattan Library is the largest circulating library in the NYPL system. This library is a vital hub for library patrons in the City and serves as a bridge between our neighborhood libraries and in-depth research library collections. It is currently undergoing a transformational renovation and is temporarily located on the ground floor of the Stephen A. Schwarzman Building on 42nd Street, and will reopen in early 2020 as the Stavros Niarchos Foundation Library.

Reporting to the Stavros Niarchos Foundation Library Director, the Administrative Assistant will be responsible for providing administrative support to the Niarchos Library administration.

Principal Responsibilities
Reporting to the Stavros Niarchos Foundation Library Director, the Administrative Assistant will:

Manage the daily schedules of the Director and administrative team, including maintaining busy calendars, scheduling 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 emails 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 Administration in ordering supplies and monitoring department budgets and expenses
Execute special projects as needed
Required Education & Experience
College degree or equivalent combination of education and experience
Minimum Qualifications
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
Familiarity with “metrics on demand” and the ability to analyze data preferred
All team members are expected and encouraged to embody the NYPL Core Values:
Be Helpful to patrons and colleagues
Be Resourceful in solving problems
Be Curious in all aspects of your work
Work Environment
Able and willing to work a flexible schedule including nights and some weekends
Physical Duties
Lifting up to 25 lbs. Required
35 hours per week
Union / Non Union
Non Union