Title:                               Office Assistant

Reports to:                   Chief Operating Officer

Work Schedule:          In the New York City office Monday – Friday (9am – 5pm) (non-negotiable)

Status:                           Non-exempt, full time

Salary:                           At the Coordinator level, the annual salary for the position is in the range of $40,000 -$48,000, depending on experience.

The Huntington’s Disease Society of America is looking for an Office Assistant who is equal parts smart, organized, friendly, and passionate. Stakeholders from all departments rely on this position to ensure the company’s administrative functions are running smoothly. The perfect candidate is personable and enthusiastic, demonstrates excellent judgment, is organized and detail-oriented, and delights in a position where they can administratively support the delivery of help and hope to families served by our mission.

Position Description:

The Office Coordinator is responsible for providing office support for the general organizational activities, including welcoming visitors, managing the front desk area, assisting with office maintenance, and administrative support for staff leadership. This position helps set the tone of our office for our employees and guests alike by ensuring a calm, clean work environment with information sharing, easy work flow and reasonable support.

Position Responsibilities:

Administrative Support

• Pull monthly postage usage reports for Controller
• Perform data entry and filing, as needed
• General administrative duties such as photocopying, faxing, filing, running postage, as
• Draft minutes from zoom
• Prepare administration and operations check
• Assist with banking
• Support the CEO & COO’s administrative
• Document management, including shredding, scanning to digital files,
• Assist with booking scholarship
• Maintain online office calendar for staff schedules, holidays, birthdays, anniversaries,

Front Desk

• Greet guests, volunteers, and employees to make sure each person in the office has a positive experience.
• Receive mail and deliveries, and send deliveries as
• Open & distribute mail according to

Office Maintenance

• Coordinate with the upkeep and organization of the office space, including interaction with the building maintenance and other vendors.
• Oversee the maintenance of office equipment, including copier, postage meter, fax machine,
• Ensure meeting rooms and kitchen are maintained to the company standard, clearing, tidying and re- stocking where
• Maintain office supplies by checking inventory and ordering items when
• Identify opportunities to improve the office environment and

Qualifications:

• Energetic personality with a commitment to customer service, who is organized, comfortable multi- tasking, and taking
• Strong organizational, problem solving and project management skills, ability to deliver proactively and independently.
• Good work ethic, attention to detail and experienced in a wide range of administrative and office support related
• Excellent computer skills as we are fully cloud based. Proficiency in Microsoft Office Suite and related programs a
• Associates Degree or 2+ years’ experience in a similar role, nonprofit experience a
• Be an active team member by demonstrating a willingness to help and support
• Able to occasionally work extra hours and weekends if needed. Overtime is paid according to NYS

At HDSA, we are on a mission to support families affected by Huntington’s disease and rid the world of this devastating brain disorder. In order for us to continue our crusade against HD, we seek HONEST, COMMITTED and RESPECTFUL staff members that put HD FAMILIES FIRST and are ready to COLLABORATE with this dynamic team. In the battle against HD, no one fights alone. At HDSA, Family Is Everything!

Join the #HDSAFamily to give meaning to your career and let your skills, personality and vision make a big difference in the lives of HD families.

We offer excellent benefits, as well as a terrific team with which to work! HDSA is an equal opportunity employer and committed to diversity.

Please send resume and cover letter to Rosemary Coluccio at rcoluccio@hdsa.org.