Executive Administrative Assistant

1 month ago

New York, New York, United States Climate Makers Inc. Full time

Job Description

This position provides administrative support to the Manager of Executive Administration and the Executive Management staff by performing and coordinating daily administrative tasks and ensuring accurate and efficient workflows. This position is responsible for carrying out assignments on their own initiative and exercising the utmost discretion in dealing with confidential and sensitive issues. As an Executive Administrative Assistant with a focus on board relations, you will be a crucial link between our executive team and board members by producing concise minutes assisting with general ledger reconciliation and expense reports, and helping to ensure seamless operations among other important duties.

Essential Functions

Attend meetings and/or listening to recordings transcribing meetings and producing concise minutes will be crucial in supporting effective communication and decision-making across the company. Schedule and coordinate meetings, utilizing Zoom and Teams platforms.
Create and edit complex documents to support our organization's success and assist with managing board-related activities.
Serve as a liaison between executives and internal/external stakeholders, collaborate with other team members to facilitate effective communication and information flow including routing member complaints.
Provide general administrative support including ordering and maintaining office and kitchen supplies, catering for meetings, and assisting with board meeting dinners. Maintain documents in Diligent, assist with general ledger reconciliation, and assist with expense reports and budgets.
Prepare, compile, and distribute reports i. e. , Operations Performance Reports, Key Drivers, ALCO Committee meeting packet, Pricing Committee packet, Ent. com reports, DORA responses, etc. Create correspondence, presentations, and documents using Word, Excel, PowerPoint, and Adobe DC.
Assist in scheduling and arranging meetings and travel arrangement logistics for the Board of Directors, and the executive management team as needed. Track expenses in Concur and logs education training hours.
Work closely with other administrative assistants and team members to ensure seamless operations.
Bank Secrecy Act: Remains cognizant of and adheres to Ent policies and procedures, and regulations pertaining to the Bank Secrecy Act.

Qualifications:
Qualifications

Minimum Formal Qualifications for this Position

High School Diploma/G.E.D. or equivalent.
Associate's Degree in Business Administration, Office Administration, or similar. preferred
3+ years' of administrative support or other relevant experience.
1+ years' of administrative, coordinator or executive support experience. Pref

Each year of relevant work experience may be exchanged for a year in a relevant degree program or vice versa. For example, a requirement of a bachelor's degree in accounting and 2+ years of account experience could be substituted for a high school diploma and 6 years of relevant accounting work experience or a master's degree in accounting and 0 years of work experience.

Technical or Specialized Knowledge/Skills:

Strong interpersonal skills, selfless, focused on serving others with a positive team-oriented attitude.
Exceptional listening and communication skills with the ability to summarize key points and action items accurately.
Exceptional organizational and time management skills.
Strong writing skills to create meeting minutes and other various types of correspondence.
The ability to handle sensitive and confidential information with discretion and tact.
The ability to manage calendars, schedule appointments, and handle travel arrangements.
Detail-oriented with a high degree of accuracy.
The ability to effectively work in a fast-moving environment.
The ability to be comfortable working in a team setting.
The ability to think clearly, analyze problems, and take effective action.
Be capable of handling sensitive and confidential assignments with tact and diplomacy.
The ability to work under pressure and time constraints.
The ability to handle changing priorities.
The ability to establish and maintain positive and cooperative working relationships.
The ability to excel in multifaceted roles have a keen eye for detail and have the ability to manage board-related activities.
(preferred) Knowledge of and the ability to use Diligent Software or other relevant board resource software.

Certifications Required:
None

Environmental, Physical and Psychological Requirements
Standing - Occasionally
Walking - Occasionally
Sitting - Frequently
Lifting - Rarely (40 Lbs)
Carrying - Rarely
Pushing - Rarely
Pulling - Rarely
Balancing - Rarely
Stooping - Rarely
Kneeling - Rarely
Crouching - Rarely
Crawling - Rarely
Reaching - Occasionally
Handling - Occasionally
Grasping - Occasionally
Feeling - Occasionally
Talking - Frequently
Hearing - Frequently
Repetitive Motions - Frequently
Eye/Hand/Foot Coordination - Occasionally
Noises louder than normal speaking volume - Occasionally
Temperature Changes - Rarely
Atmospheric Conditions - Rarely

Additional Information
The pay range for this position is $22.02 to $28.90 per Hour (S13)
Final compensation for this position will be determined by various factors such as relevant work experience, specific skills and competencies, education, certifications, and internal pay equity.

This position is eligible for our corporate bonus program based on company performance.

We anticipate this position to close on 4/10/2024. Please submit your application at your earliest convenience to be considered.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.

Benefits Summary Sheet - 2024

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR c)

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