Administrative Assistant for Communications, Finance, and IT

Title: Administrative Assistant for Communications, Finance, and IT

Location: New York NY US

Type: Full-time

Workplace: Hybrid remote

Job Description:

ABOUT THE INNOCENCE PROJECT

The Innocence Project works to free the innocent, prevent wrongful convictions, and create fair, compassionate, and equitable systems of justice for everyone. Our work is guided by science and grounded in anti-racism. Since our inception, the Innocence Project has used DNA and other scientific advancements to prove wrongful conviction. To date, we have helped to free or exonerate more than 200 people who, collectively, spent more than 3,600 years behind bars. Our efforts have led to the passage of more than 200 transformative state laws and federal reforms. Today, the Innocence Project continues to fight for freedom, drive structural change, and advance the innocence movement. 

ABOUT THE POSITION

The Administrative Assistant for Communications, Finance, and IT is responsible for providing essential administrative support and logistical assistance for three departments at the IP: Communications, Finance and Information Technology. This role ensures smooth day-to-day functions by managing scheduling, supporting team meetings, organizing documents, and handling logistics such as travel, vendor communication, and inventory.

The Administrative Assistant for Communications, Finance, and IT reports to the Chief Communications Officer, to the Chief Financial Officer, and to the Director of IT to support the work of the Communications, Finance and IT departments. 

Reception coverage will be provided by the Administrative Assistant for Communications, Finance, and IT during lunch breaks and absences taken by the main receptionist. 

We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor visas and we are not an e-verify employer.

The duties of this position require approximately 40 hours of work per week to be performed virtually/in-office. We currently have a hybrid in-office model, with all employees in the office three days per week and the remainder of the week remotely. Wednesday is our organization’s “anchor day” where all staff works in the office. The number of required in-office days is subject to change. 

 

THE IDEAL CANDIDATE

The Innocence Project seeks a highly organized and proactive multitasker who thrives in a fast-paced, mission-driven environment. Supporting three departments, they excel at self-prioritizing tasks, managing competing deadlines, and providing seamless administrative and logistical support. Strong communication, flexibility, and attention to detail are key to success in this dynamic, cross-functional role.

In addition, all Innocence Project employees must embrace, respect and value the rich diversity of perspectives and lived experience of our staff.  We recognize and appreciate that our work is better for having varied participants and thought partners. The ideal candidate is someone who thrives in this type of environment. 

 

ESSENTIAL JOB FUNCTIONS

COMMUNICATIONS DEPARTMENTAL SUPPORT

• Assist in preparation for regularly scheduled team meetings
• Circulate agendas and take and circulate meeting notes where appropriate
• Provide project management support on large projects undertaken by team members
• Manage contracts, invoices and payments for the team
• Help track departmental budget
• Assist with scheduling for the CCO as well as scheduling of larger cross departmental meetings 
• Undertake minor research projects for team members as needed
• Serve as the point person for inquiries received through  
• Assist with travel arrangements and other administrative and logistical team needs 
• Help compile decks and simple presentations for internal use

 

FINANCE DEPARTMENTAL SUPPORT

• Assist in the preparation for regularly scheduled team meetings
• Circulate agendas and take and circulate meeting notes where appropriate
• Assist with scheduling for the Finance team, as well as scheduling of larger cross-departmental meetings 
• Organize and file paper and electronic documents/records
• Handle all travel logistics for the Finance team
• Inform staff members about the status of their processed expense reports
• Communicate with outside vendors and clients
• Provide other administrative tasks, as needed

 

INFORMATION TECHNOLOGY DEPARTMENTAL SUPPORT

• Assist with purchasing equipment and maintaining the inventory
• Enter assets into the asset management system and keep them updated
• Organize assets in various storage locations in the office
• Provide other administrative tasks, as needed

 

RECEPTION SUPPORT

Provides front desk reception support for main receptionist during lunch breaks and absences, which includes the following duties:

• Welcomes visitors; answers inquiries within administrative capacities
• Answers incoming calls on multi-line telephones and advises callers on case submission procedures, answers other inquiries within administrative capacities, forwards calls as appropriate, takes and relays adequate messages as required
• Stamps, sorts and distributes mail and packages
• Maintains conference call and conference room shared calendars

Requirements

QUALIFICATIONS & EXPERIENCE

• 1 year of related experience required
• Some professional administrative and clerical experience; preference given to individuals with demonstrated experience providing support to multiple staff
• Proven ability to successfully manage multiple, various tasks
• Knowledge of Microsoft Excel, Word and Powerpoint, and ability to learn new software systems quickly.
• Experience with Gmail, Google Slides and Sheets as well as printing and scanning hardware preferred
• Proficiency in Spanish preferred
• Must be legally authorized to work in the U.S.

 

KEY COMPETENCIES + VALUES

• Proven ability to multitask and manage multiple competing priorities 
• Ability to maintain the confidentiality of highly sensitive information 
• Strong interpersonal, diplomacy, and communication (verbal & written) skills: the ability to interact effectively and sensitively with a wide variety of people of diverse professional and cultural backgrounds. 
• Superior skills in organization and attention to detail 
• Flexible and collaborative work style, and ability to function effectively in a demanding environment 
• Ability to work independently, demonstrate initiative and reliability and meet deadlines 
• Demonstrated ability to manage multiple assignments provided by multiple individuals simultaneously 
• Demonstrated commitment to social justice and/or criminal justice reform
• Enthusiasm for the work of the Innocence Project and for social justice, including a demonstrated commitment to public interest
• Shared commitment to the IP’s values of accountability, collaboration, empathy + compassion, equity, person-centeredness, quality focus, and self-awareness

Benefits

COMPENSATION, BENEFITS & PERKS

The salary for this position is highly competitive and the Innocence Project offers an excellent benefits package, including fully-paid individual health, dental and vision insurance, Flexible Spending Account, 401k plan with 6% company-match, paid disability and family care leave, adoption and fertility expense reimbursements, and company-paid transportation benefits.

SALARY RANGE

$56,875 - $62,500 Salary commensurate with experience.