Executive Assistant to the President

1 month ago

New York, United States Top Community Non-Profit Organization Full time

IMMEDIATE FT DIRECT HIRE OPENING - EAST HARLEM, NYC


Position: Executive Assistant to the President & CEO and Special Projects Assistant for People Operations

Location: East Harlem, New York City

Reports to: President & Chief Executive Officer

Hours: Full-time; On-site, with the potential for some remote work

Salary: $60,000 FLSA: Exempt

Reporting to this Role: Director, Family Child Care Network Educational Directors (ECE Site Directors) Associate Director of Social Services Associate Director, Education & Disabilities Manager, Quality Assurance & Compliance Administrative Assistant Position

Apply: For immediate consideration, please email CV and cover letter to cjason@networkesc.com.


East Harlem Community Services organization services through 33 program sites in approximately 28 locations. Our current programmatic portfolio includes 8 core program areas: Early Childhood Education, Youth Services (including afterschool programs), Family Services (including the Family Enrichment Center and the Family Childcare Network), the East Harlem Community Partnership, Adult Education, Mental Health Services, Older Adult Centers, and Economic Development. The organization serves more than 10,000 individuals and nearly 1,000 businesses every year. Strengthened by a dynamic, diverse, and collaborative workforce of more than 350 employees, the organization also serves as a connector, convener, and advocate for East Harlem and its partners.


Position Summary:


The Executive to the President & CEO and Special Projects Assistant for People Operations jointly supports the President & Chief Executive Officer and the Chief People Officer (People Operations Department projects). The Executive to the President & CEO and Special Projects Assistant for People Operations provides executive level administrative support and coordinates several projects overseen by the CEO and/or CPO, particularly in areas of communications, strategic planning, donor cultivation, workforce planning, project research, and people operations initiatives. This role will also coordinate and manage executive scheduling and provide administrative and logistical support in administrative and day-to-day matters. With the exception of Board of Directors meetings and special events, this role generally will work a 9:00 AM-5:00 PM schedule from Monday-Friday. However, they must demonstrate flexibility during special events which may require some evenings or weekends.

The Executive to the President & CEO and Special Projects Assistant must be creative and enjoy working within a fast-paced environment that is results-driven and customer focused. The ideal individual will have the ability to exercise good judgment in a variety of situations and with confidential matters, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.


Responsibilities:


  • Work directly with President & CEO to support all aspects of their daily work routine.
  • Maintain the President & CEO calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
  • Keep the President & CEO & Chief People Officer advised of time-sensitive and priority issues, ensuring appropriate follow-up.
  • Routinely perform a wide variety of support duties.
  • Creates meeting minutes for team, strategy, and Board of Directors
  • Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
  • Sort and triage mail; maintain e-mail and other address directories.
  • Compose and prepare letters relating to routine correspondence for the CIO’s signature.
  • Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
  • Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
  • Prepare, reconcile, and submit expense reports.
  • Maintain paper and electronic filing systems.
  • Maintain confidential and sensitive information.
  • Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
  • Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
  • Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
  • Responds quickly and accurately to calls, emails and personnel requests from employees.
  • Complete a broad variety of administrative tasks including managing extremely active calendars, composing, and preparing correspondence, processing all mail, arranging travel plans, itineraries and agendas and filing/compiling documents for meetings.
  • Prints, assembles, and organizes documents.
  • Manages expense reporting and associated tasks (receipts, systems, reimbursements, etc.)
  • Schedules, organizes, and records all internal and external meetings where required.
  • Establishes and maintains an effective filing system (electronic and paper-as needed)
  • Assists in administrative tasks associated with department's robust events calendar. Tasks may include attendance at all assigned events, tracking and evaluating participation.
  • Responsible for research and data entry for department projects.
  • Supports intensive recruitment methods with the full cycle recruitment process, including posting, sourcing & screening resumes, coordinating interviews & reference checks, etc.
  • Supports report generation and management.
  • Maintains familiarity and supports policy, compliance, and technology updates.
  • Other duties and special projects as assigned.

Qualifications:


· Commitment to Union Settlement’s mission, vision, and values.

· A minimum of a bachelor’s degree equivalent combination of experience and education may be considered with experience.

  • Minimum of 3 years of experience in an office setting with Experience regularly interfacing with C-level company executives, Senior team members, and key external stakeholders ideal.
  • Exceptional research, writing and editing skills.
  • A self-motivated learner with the capability to gather information from a variety of sources.
  • Ability to work well with a range of partners and stakeholders.
  • Proficiency in Windows and MS Office, particularly Word, Excel and Outlook required.
  • Experience arranging candidate travel (flights, hotels, vehicles, etc.).
  • Superb interpersonal and communication skills, both written and oral; with the ability to influence and engage a wide range of clients.
  • Exceptional project management skills.
  • Ability to prioritize, meet deadlines and manage multiple, ranging responsibilities.

· Must be discreet, flexible and responsible; maintain confidential information.

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