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.

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.

• 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.

• 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.

• 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…