Executive Personal Assistant

1 week ago

Westchester County, United States Impact Partners Group Full time

This is a great opportunity if you have experience as a Personal Assistant/Executive Assistant for an executive or media celebrity and would like to get out of NYC and be in Westchester, NY.


We are seeking a holistic role that combines Personal Assistant/Executive Assistant at a major nonprofit in NY; you will work directly with the President/CEO as the person who keeps their day running — the glue that holds everything together. This role requires you to be in the office 5 days a week.

  • We’re looking for an experienced and driven Executive / Personal assistant hybrid to provide comprehensive support to the CEO. This role offers an opportunity to work in a fast-paced environment for an organization that does fantastic work.
  • If you are organized, proactive, capable of handling various tasks, and have had experience as a personal assistant/executive assistant, this is for you If you LOVE dogs too…you get your fill every day in an excellent environment.

You must be creative and enjoy working in a mission-driven, results-driven, and community-oriented environment. The ideal individual will be able to exercise good judgment in various situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.


The Personal Executive Assistant will have the ability to work independently on projects from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and matters with discretion. You will use your calm demeanor and quick thinking to keep others on task and focused on the priority of the moment, which can change rapidly. You will have solid experience performing administrative duties and be the right-hand support to the President and CEO.


Responsibilities:

  • Provide a high level of administrative support for the President & CEO, including extremely
  • impeccable calendar and email management; completing expense reports; composing and
  • preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates, and ensures the CEO’s schedule is followed and respected.
  • Act as a gatekeeper, creating win-win situations for direct access to the CEO’s time and office.
  • Support the President & CEO at key events by attending and acting as an ambassador, navigating with the President & CEO.
  • Provide transport support to the President & CEO from home to the office. This can

include transport to local donor meetings/events. Transportation is approximately 20%.

  • Use your professional persistence to keep deadlines and schedules top-of-mind for the
  • President/CEO.
  • Make quick, sound judgments on how to shift priorities and productively use the space between meetings and calls.
  • Understand the big and small picture and apply that knowledge when making daily decisions, exhibiting a high level of diplomacy.
  • Anticipate needs and logistics before executive meetings, conferences, projects, etc.

Ahead of President and CEO.

  • Provide hospitality to all guests/donors and help to create a welcoming environment.
  • Liaise with the CEO’s leadership team and provide special project support related to the CEO or others in the president’s office.
  • Prioritize internal and external communications.
  • Coordinate organization-wide correspondence; process approvals for donor acknowledgments.
  • Please prepare presentation materials before all staff meetings or speaking engagements.
  • Perform other duties/projects as assigned.


Qualifications:

  • Bachelor’s degree with a minimum of 5 years experience providing support to C-Suite
  • executives, navigating the day-to-day.
  • Exceptional interpersonal and problem-solving skills. Able to interact with poise, tact ,and
  • diplomacy with staff, volunteers, clients, and the general public.
  • Proven track record of maintaining strict confidentiality.
  • Excellent organizational skills and keen attention to detail.
  • Demonstrated ability to set priorities and multi-task effectively.
  • Superb written, verbal, and proofreading skills.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Extremely proficient with Microsoft Office Suite or similar software; MAC/Apple products a plus.
  • Strong work ethic and self-driven.
  • Extremely positive attitude and professional demeanor.
  • Flexible collaborator willing to do what it takes to get the job done; adaptable and enjoys a
  • challenge.
  • Must have a valid driver’s license.
  • Must be comfortable around large, active dogs.

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