June 27, 2024 at The Pierre NYC


Empowering New York’s Asian American Community Since 1989

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Administrative Assistant

The Asian American Federation (AAF), founded in 1989, is New York City’s most powerful leadership voice for better policies, services, and funding that lead to more justice and opportunity for Asian New Yorkers. Our mission is to raise the influence and well-being of the pan-Asian American community through research, policy advocacy, public awareness, and nonprofit support.

In collaboration with 70 member and partner community-based organizations, we serve the interests of 1.7 million New Yorkers from 20 ethnic groups—diverse in language, culture, and religion—that make up New York’s Asian community, by providing expert research and unrelenting advocacy; working with lawmakers to change policies; and training Asian nonprofits to better serve their communities.

We fight to keep the pan-Asian American community visible and to ensure our needs are met, our contributions are valued, and our stories are told.


Reporting to the Operations Manager, AAF is seeking a highly skilled and experienced Administrative Assistant to support its two offices in Manhattan and Queens. The Administrative Assistant will be responsible for greeting clients and other guests; handling all administrative tasks to ensure the office operates smoothly; and providing administrative support to the Human Resources/Operations Team, Grants and Contract Team, Development Team, and possibly to other teams under the discretion of the Operations Manager.

This position is hybrid, with some evening/weekend hours on occasion.


  • Assist in administrative duties of monitoring policies and procedures to make sure staff are in compliance
  • Maintain working knowledge and provide assistance in the supervision of the day-to-day operations
  • Greet guests promptly and in a professional manner, directing them to the appropriate staff person or providing them with other general support as needed
  • Provide project support as needed for administrative/operation teams in order to meet organizational goals and objectives in a timely manner
  • Manage inventory of office supplies and equipment, and order or purchase additional supplies and equipment for multiple office locations, as needed
  • Organize and maintain common areas in office
  • Perform clerical duties such as notetaking; photocopying; filing; draft emails, memos, letters, and forms; receive, sort, and distribute mail and deliveries; prepare and send outgoing mail and packages; answer, screen, and forward incoming phone calls;
  • Assist with preparation and logistics of events and site visits as needed
  • Provide basic and accurate information about AAF’s services to in-person and phone/email inquiries as needed
  • Serve as main point of contact for onsite vendor visits and other vendor management duties
  • Liaise with IT consultant and assist staff with basic IT issues
  • Conduct data entry to maintain and update records
  • Handle sensitive information in a confidential manner



  • Bachelor’s degree required, or equivalent years of relevant experience
  • A minimum of 1-2 years of relevant experience in one or more of the following areas: office administration, operations support, and/or program administration
  • Exceptional organizational skills, with demonstrated ability to manage concurrent multiple assignments, meet tight deadlines, and prioritize accordingly
  • Strong written and verbal communication skills, with exceptional attention to detail
  • Ability to be proactive and resourceful when issues arise
  • Ability to work both independently and collaboratively
  • Tech savvy, with proficiency in Microsoft Office suite, Google Workspace, and Zoom required
  • Hands-on experience with office equipment (e.g., copiers, printers)
  • Fluency in an Asian language is a plus
  • Demonstrated commitment to Asian American communities and AAF’s mission

Compensation and Benefits:

Salary range is from $52,000 to $54,000 annually, commensurate with experience. Comprehensive benefits package includes generous paid time off, health, dental, vision, life, and disability insurance, as well as a 403(b) plan.

To uphold organizational parity and pay equity, AAF will use a non-negotiable salary structure that takes into consideration the entire breadth of a candidate’s experience, employment, and education to arrive at their base salary.

To Apply: Please email cover letter and resume with [Last Name] Administrative Assistant in the subject line to [email protected]. Applications will be reviewed on a rolling basis, and the position will begin by no later than May 31, 2024. No phone calls, please.

The Asian American Federation is an Equal Opportunity Employer.