Administrative Assistant (Front Desk & Office Operations)

The Brennan Center for Justice at NYU School of Law is a nonpartisan law and policy institute that seeks to improve the systems of democracy and justice in the United States. We work to hold our political institutions and laws accountable to the twin American ideals of democracy and equal justice for all. The Brennan Center's work ranges from voting rights to campaign finance reform, from ending mass incarceration to preserving Constitutional protections in national security policies. Part think-tank, part advocacy group, part cutting edge communications hub, we start with rigorous research. We craft innovative policies. And we fight for them - in Congress and the states, in the courts, and in the court of public opinion.

We are seeking a highly organized, proactive Administrative Assistant to provide direct administrative support to the Chief Operating Officer (COO) and contribute to the smooth functioning of our New York headquarters. This role sits at the center of a fast-paced, mission-driven organization and combines executive support, front-desk reception, administrative coordination, and meeting and event assistance.

Position Overview

The Administrative Assistant provides direct administrative support to the Chief Operating Officer (COO), reports to the COO, with a dotted line to the Office of the President. The position is managed day-to-day by the Senior Manager, Operations & Administration, who will provide assignments, priorities, guidance, and oversight for the role.

The Administrative Assistant also serves as the primary front-desk presence and provides administrative and logistical support for meetings, events, and other office needs.

Note: This is a fully in-person role based at our New York City headquarters and requires on-site presence five days a week.

Key Responsibilities

1. Executive & Administrative Support

• Provide administrative and scheduling support to the COO, including coordinating internal and external meetings and related logistics.
• Prepare the COO for meetings by assembling agendas, briefing materials, presentations, and other relevant documents.
• Coordinate travel arrangements, including flights, hotels, ground transportation, and itineraries.
• Track and submit expenses through Concur; maintain supporting documentation and monitor budget availability as directed.
• Draft, proofread, and format correspondence, memos, presentations, and other documents.
• Support workflow management by organizing meetings, tracking deadlines, maintaining shared files, and following up on administrative action items.
• Assist the Senior Manager, Operations & Administration with assigned administrative and operational projects and priorities.

Handle sensitive and confidential information with discretion and professionalism.

2. Reception & Front Desk

• Serve as the primary point of contact for visitors, callers, and guests, including donors, partners, public officials, and other external stakeholders.
• Greet and assist visitors and manage incoming calls, mail, packages, and deliveries.
• Coordinate with building security regarding visitor access and identification.
• Maintain a welcoming, professional, and organized front-desk environment.
• Ensure appropriate front-desk coverage during regular business hours.
• Receive and direct facilities, maintenance, delivery, and other office-related requests to the appropriate member of the Operations & Administration team.

3. Meeting & Event Support

• Provide administrative and logistical support for internal meetings, retreats, and organization-wide events.
• Coordinate meeting logistics such as catering orders, room reservations, materials, supplies, and vendor deliveries as directed.
• Assist with preparation for board meetings, town halls, public programs, and other high-profile organizational meetings.
• Support meeting and event setup and breakdown, including arranging materials and supplies and ensuring spaces are ready for use.
• Maintain an organized supply of materials needed for meetings and events.
• Coordinate with internal stakeholders and vendors on assigned meeting and event logistics.

4. General Administrative Support

• Maintain administrative files, documents, and shared resources in Egnyte, OneDrive, and other organizational systems.
• Assist with routine administrative tasks and special projects as assigned by the COO or Senior Manager, Operations & Administration.
• Provide administrative support to the Finance and Operations team as needed.
• Assist with onboarding-related administrative tasks, such as preparing materials, supplies, and meeting spaces, as directed.
• Escalate office, facilities, security, or operational issues to the appropriate member of the Operations team rather than independently managing or resolving them.
• Maintain confidentiality and exercise sound judgment in handling sensitive information.

Qualifications

• 2-5 years of administrative experience, including executive support, reception, or office administration.
• Bachelor's degree preferred.
• Excellent organizational, communication, and interpersonal skills.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing needs in a fast-paced environment.
• Strong judgment, discretion, and ability to handle confidential information professionally.
• Proficiency with Microsoft Office, particularly Excel, and comfort learning and using digital tools and platforms.
• Experience with Concur, Salesforce, Juro, or similar systems is a plus.
• Strong problem-solving skills and attention to detail.
• Ability to work independently while taking direction and prioritizing assignments from the COO and Senior Manager, Operations & Administration.
• Strong customer-service orientation and professional demeanor.
• Interest in and commitment to the Brennan Center's mission.
• Ability to lift up to 50 lbs. as needed for meeting, event, and office support.
• Willingness to work occasional overtime to support urgent projects, meetings, or events.

Application Instructions:

To apply, please visit >>this link<< and upload the following documents: (1) a cover letter, (2) resume, and (3) contact information for three supervisor references.

Please, no phone calls or faxes; it is strongly preferred that you apply on our website. If you have difficulty with the online system, you may send your application by e-mail to: [email protected] with "Administrative Assistant (Front Desk & Operations)" in the subject line.

Compensation and Benefits:

The Brennan Center is a fantastic workplace! We offer competitive salaries and a comprehensive benefits package that is regularly assessed based on workplace trends and employee feedback.

The salary range assigned for this role is $70,000 - $80,000 and has been determined based on market competitiveness. We determine our salary ranges based on market competitiveness and internal equity for each job. The salary offered a selected candidate will be contingent upon the candidate's experience, qualifications and internal equity considerations. Additionally, we offer generous time off program, 401k plan, comprehensive health insurance (medical, dental, and vision), and wellness and office perks.

The Brennan Center for Justice is committed to a workplace based on equal opportunity and a strong belief in the increased effectiveness that comes from a diverse workforce. Employment decisions are made without regard to race, ethnicity, gender identity, socioeconomic identity, sexual orientation, national origin, previous incarceration, disability, military veteran/status, or any other basis prohibited by applicable law. To this end, we welcome all qualified applicants to apply.