Administrative Assistant, Communications - Tenders Global

Administrative Assistant, Communications


Administrative Assistant, Communications

Hiring Organization: 
City and State: 
New York, NY


The Simons Foundation is looking for a motivated administrative assistant to join our communications team. This person will have previous administrative experience, a variety of strong technical skills and will be ready to learn. They will be extremely detail-oriented and able to follow up on projects. The administrative assistant must have a very strong command of written English, and the hiring process will include completion of a writing assessment.

In this role, an interest in and a basic understanding of science will be a big plus, along with curiosity. They will be able to see others’ points of view and understand the importance of discretion. With demonstrated competence, the admin will soon be involved in many projects with others in communications.

This is a full-time position based in our offices in New York City. For more information about the Simons Foundation visit


General administrative responsibilities:

  • Provide calendar management, conference room reservations, travel arrangement, copying and filing for Vice President, Communications and communications team at large
  • Liaise with vendors regarding invoices, contracts, payment, etc. Review vendor invoices and contracts for accuracy, process properly and submit for approval
  • Monitor the foundation’s and communications team’s email inboxes
  • Prepare business expense reports with Concur software
  • Assemble various mailing lists (email campaigns and postal) and prepare relevant mailings
  • Take notes at meetings when needed

Assist the communications team broadly with a variety of tasks, including, but not limited to:

  • Receive, organize and take inventory of branded products
  • Support preparations for off-site conferences/events, including deadline management, printing and shipping of materials
  • Research new contacts for press releases and maintain list of current press contacts in Airtable
  • Manage photo archive in our digital asset manager WebDAM and organize digital communications assets in Dropbox
  • Compile contact information for grant marketing and outreach purposes
  • Maintain subscription lists in Mailchimp
  • Prepare and deliver welcome packages to new hires
  • Upload YouTube videos on the foundation’s channel
  • Provide support for foundation’s Annual Report project
  • Perform any other duties or tasks as assigned or required


  • One to three years of office experience, including administrative support
  • High level of written and verbal communication
  • Able to navigate well interpersonally in an office setting and work well in a team environment
  • Proficiency in the Microsoft Office suite
  • Strong attention to detail
  • Willing to learn new skills and concepts
  • Interest in science strongly preferred
  • Experience with WordPress, Mailchimp, Concur, Airtable and/or Dropbox is a plus


  • Please submit a resume and cover letter stating your interest in the position.


  • The full-time annual compensation range for this position is $57,000 – $63,000, depending on experience.
  • In addition to competitive salaries, the Simons Foundation provides employees with outstanding benefits package.


Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds, and experiences, and we are committed to cultivating an inclusive work environment. The Simons Foundation actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply. We provide equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state and local law.

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