Executive Administrative Assistant (Administrative Assistant III)

American Arbitration Association - New York, NY3.7

Full-timeEstimated: $55,000 - $77,000 a year
The American Arbitration Association (AAA), the leading provider of alternative dispute resolution services, is seeking an executive level Administrative Assistant to serve as a member of the New York State Insurance Case Management Center, which provides a wide range of high level administrative and office support for the Division Vice President to facilitate the effective operation of the organization.

Named as one of the 50 best nonprofits to work for by the Non-Profit Times, our employees enjoy rewarding careers in a fast-paced, results-driven environment. We offer a competitive compensation package, including incentives, and our employees also participate in a comprehensive benefits program that includes medical, dental, orthodontia, and vision coverage, a student loan repayment program, a 403(b) retirement plan with substantial company match, discounted pet insurance, and generous paid time-off benefits.

The ideal candidate will possess a professional administrative skill set including not for profit, or other organizational experience, with a demonstrated ability to interact and work with individuals at all levels internally and externally. Primary responsibilities include the following:

Works under the direction of the VP assists the AVP’s on assigned projects.
Acts as liaison and plays an essential role in working and collaborating with NYICMC’s cross functional groups regarding business intelligence; locates and assesses reporting software; collaborates and assists with its implementation; makes suggestions for enhancements.
Provides report development and analysis for the VP and the Center’s organizational meetings; ensures meeting notes are taken and maintained.
Researches and provides administrative session training options for technical tools; manages and administers digital signage on activities such as maintaining content and its display.
Coordinates and facilitates educational and training programs in support of the VP and department initiatives.
Collaborates and works with Office Manager to ensure special meetings are arranged, and provides back-up support for invoice tracking; serves as a back-up in the Office Manager’s absence regarding office management tasks such as troubleshooting and resolving issues that may arise.
Maintains and manages project and goal schedule for the entire NY State Insurance Division (NYICMC and NYSI entities); follows up on department and staff initiatives; ensures projects are on track for completion; analyzes schedule and its functions and makes recommendations to VP and AVP’s to enhance outcomes.
Develops regular and ad hoc reports to support the VP and the department.
Schedules meetings, seminars and workshops; organizes department’s monthly meetings, meeting lunches and special occasions within the department; maintains office supply inventory.
Education & Experience: Associates or secretarial degree; 3 years of progressive experience in an administrative support capacity; or an equivalent mix of education and relevant experience.

Reasoning Ability: Possesses ability to solve practical problems with a variety of variables; exercises sound judgment to make decisions in a manner consistent with the essential job functions, including the ability to determine importance as well as when to elevate problems to a supervisor.

Language Skills: Ability to read and interpret documents such as legal files, business correspondence and procedure manuals; ability to write routine reports and business correspondence; ability to speak effectively, both in person and by telephone, to customers, arbitrators, mediators or employees of the organization.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs; ability to understand and interpret statistical reports, data charts and graphs.

Technology Skills: Intermediate proficiency with Microsoft Outlook, Word, and Excel, specifically creating and managing spreadsheets and database functions; extensive software skills are required, as well as demonstrated ability to analyze, compare and recommend enhanced or new administrative software applications, provide instructions for usage, and the ability to learn and use new applications.