Administration Assistant

Friends of the High Line seeks a proactive, detail-oriented, and versatile Administration Assistant to deliver essential support to the Chief Administrative Officer and various departments within the Administration team, including Legal, People & Culture, Information Technology, Office Management, Data & Evaluations, and Finance. This position offers a unique opportunity to contribute to high-impact projects and initiatives. 

This role will report directly to the Manager, Administration & Special Projects. 

Responsibilities

• Efficiently review and process invoices, ensuring accuracy and timely submission.
• Draft clear and engaging communications and presentations for various stakeholders.
• Provide comprehensive project support across multiple departments, ensuring seamless coordination and execution.
• Actively assist with Retail and Merchandising workstreams, including hands-on support for pop-up shops.
• Organize and manage staff events, providing robust support for Office Management tasks.
• Take detailed and accurate notes during meetings and discussions, ensuring key points are captured and action items are tracked.
• Train staff on reading and ensuring compliance with internal and external certificates of insurance; request and manage certificates.
• Collaborate cross-departmentally on reviewing, editing, and improving Statements of Work (SOWs) and assist with related queries.
• Track and manage trademark renewal timelines; facilitate new registrations and renewals.
• Train staff on using DocuSign, organize executed contracts, and address related queries.
• Develop and maintain an organized system for contracts and legal documents in collaboration with the General Counsel; manage the intake process for new contracts and legal projects.
• Maintain an updated list of key agreements and track expiration dates.
• Schedule meetings for the Manager, Administration & Special Projects.
• Review basic contracts under supervision.
• Compile requirements for grants and develop a compliance system with the General Counsel.

Requirements

Qualifications

• Bachelor’s degree in a related field.
• Excellent written and oral communication skills.
• Strong willingness to learn and adapt.
• Demonstrated versatility and commitment to excellence.
• Quick learner with the ability to build and improve systems.
• Exceptional interpersonal skills with a team-first mentality.
• Proven ability to handle confidential information with discretion.
• Proficiency in Microsoft Office Suite and familiarity with DocuSign is preferred.

This is a full-time, non-exempt position that reports to the Manager, Administration & Special Projects and is part of the Special Projects team.

The pay for this position will be up to $28.00 per hour, commensurate with experience and qualifications.

The role's location remains hybrid, with a requirement to physically report to the office at least 3-4 days a week (located in Manhattan's Meatpacking District in New York City). Must be available to work select weekends with advance notice.

Benefits

• Medical, dental, and vision insurance

• Paid primary and secondary caregiver leave
• 20 Vacation days, 7 sick days, and 10 paid holidays with floating holidays & Winter Fridays
• Discounted Citi Bike Membership
• Discounts with Vendor at the High Line & around the Meatpacking neighborhood
• Free entrance to Whitney Museum
• Supplemental short-term disability insurance and paid life insurance
• Commuter benefits
• Flexible Spending Accounts
• Contribution in a 403(b) retirement plan
• Employee Assistance Program
• Growth & Development

About Friends of the High Line

The High Line is both a nonprofit organization and a public park on the West Side of Manhattan. We’re devoted to reimagining public spaces to create connected, healthy neighborhoods and cities through our work with communities on and off the High Line.

Built on a historic, elevated rail line, the High Line was always intended to be more than a park. You can walk through the gardens, view art, experience a performance, enjoy food or beverage, or connect with friends and neighbors while enjoying a unique perspective of New York City.

Nearly 100% of our annual budget comes through donations. The High Line is owned by the City of New York, and we operate under a license agreement with NYC Parks.

EEO Statement

The High Line is guided by a series of values through which we make decisions, including hiring. These values include proactively creating access points for all people, regardless of age, sex, color, creed, race, income, country of origin, religion, sexual orientation, or gender identity.

As part of our commitment to living up to these values and advancing equity within our organization and through our work, we are committed to an equitable hiring process. Hence, we strongly encourage applications from people with a broad range of lived experiences. This description shall not be construed as a contract of any sort for a specific period of employment.

**If you are an individual with a disability and need accommodation during the application process, please send an email request to hr@thehighline.org. ** Resumes sent to this email address will not be given any special consideration.