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Administrative Assistant

DUTIES AND RESPONSIBILITIES:


The Administrative Assistant provides administrative and clerical support to the Executive Office. This role regularly interacts with the Library’s President and CEO, Board of Trustees, Senior Executives, partners, and customers.  Responsibilities include executing a broad range of analytical, administrative, executive support, and research functions with little oversight or supervision.  Adeptly manages multiple time-sensitive deadlines while naturally retaining a positive attitude and independently completes complex tasks and projects efficiently with a high level of attention to detail. The Administrative Assistant will be entrusted with confidential information and at all times must act with discretion and integrity.

  • Responsible for day-to-day administrative functions such as scheduling meetings, calendar management, prioritizing, responding to inquiries, and maintaining emails, reports, and files for the President and CEO.
  • Follows up on delegated tasks and assignments for status and completion. Provides professional, courteous, and quality customer service to internal and external constituents. Greets and assists visitors in a professional, courteous, and friendly manner.
  • Reacts with appropriate urgency to situations and events that require a quick response or turnaround. Takes effective action as needed and efficiently and creatively solves problems.
  • Assists in completing Board of Trustee and Board Committee agendas, reports and meeting minutes.
  • Composes proofs and edits routine correspondence. Coordinates business/networking/professional functions, and associated travel arrangements.
  • Schedules and arranges appointments, monitors email after hours, and provides telephone and mail support.
  • Prepares presentation materials and reports. Maintains and collects departmental information. Responds to internal and external requests for data and special reports.

Schedule will include some evenings to support Board of Trustee meetings.

Required Qualifications:

  • Bachelor’s Degree and a minimum of 5 years of experience supporting Executive Management. 
  • Must possess superb administrative and organizational skills with exceptional verbal and written communication. 
  • Expertise in MS Office (Word, Outlook, PowerPoint, Excel), Adobe Acrobat, and knowledge of SAP.
  • Able to plan, prioritize, and organize a heavy workload and adjust to changing priorities. 
  • Must possess strong typing, spelling, proofing, and editing skills with thorough knowledge of grammar and strong attention to detail. Proficiency in producing minutes, minute taking, and recognizing grammatical errors is a must.
  • Ability to exercise excellent judgment in handling confidential/sensitive matters; must keep the strictest levels of confidentiality at all times.
  • Must be reliable, flexible, a self-starter, proactive and able to exercise integrity and discretion.
  • Ability and willingness to learn new software and programs quickly.

ABOUT QUEENS LIBRARY:

Queens Library is a national and international leader in the delivery of public library service. Innovation and leadership are the hall marks of Queens Library. Our mission is to meet the needs of the community by offering lifelong learning opportunities and ensuring there is a positive impact in the community. Queens Library fulfills its goals by embracing innovation and change. With a history of offering pioneering programs that meet the diverse needs of the most diverse county in the US, Queens Library is a place where innovation and leaders are welcomed. Queens Library a private, non-profit corporation located in Queens, New York and includes 65 service locations with 1,700 employees.

Queens Library is the proud recipient of the following awards: 2009 Library Journal, Library of the Year, 2014 ALA/Information Today, Library of the Future, 2013 ULC Top Innovators, 2013 American-Architect’s Building of the Year (Queens Library at Glen Oaks).


TO APPLY:  Please email your resume and cover letter to Employment@queenslibrary.org and reference “Administrative Assistant – QLWEB” in the subject line. Resumes will only be accepted by email. 
 

The Queens Library is an Equal Opportunity Employer.