Executive Assistant to the Chief Digital Officer

Executive Assistant To The Chief Digital OfficerThe Chief Digital Officer leads the ongoing digital transformation of NYPL. The Executive Assistant to the Chief Digital Officer (CDO) is essential to the smooth running of the Digital department: providing comprehensive administrative support, ensuring the efficient use of the CDO's time, and serving as a key liaison on behalf of the CDO to internal and external stakeholders. The Executive Assistant works under the direction of the Chief of Staff, Digital and collaborates closely with the other assistants in the Executive Office, Trustees, and other critical stakeholders.Some expectations for this role are that within:One month, this person will:Become familiar with Executive Suite protocols, processes, and proceduresBecome familiar with the CDO. Understand their teams and their preferred working stylesMeet key personnel (executive office assistants, senior leaders) and understand the organizational structureBecome familiar with Trustees and other key stakeholdersUnderstand the Library's technology: Google Suite, Workday, and other systems as requiredThree months, this person will:Support all of the CDO's administrative needs including short and long-term schedule management, meeting coordination and preparation, internal and external communications, etcMake the various processes related to the CDO's administrative needs their ownUnderstand the administrative needs for the board and trustee meetings facilitated by the CDO including planning and logistics, documentation, timelines, deliverables and other meeting needs.Successfully integrated into the Executive Office Assistants teamSix months and beyond, this person will:Successfully perform the core functions of this role with minimal supervision as outlined below, and continue to improve processesResponsibilities:Acts as primary staff to the Chief Digital Officer including communication with internal and external executives, Library partners, assistants and other partnersCoordinates and manages the Chief Digital Officer's calendar (in coordination with the Chief of Staff, Digital) and handles correspondence to and from the CDO's officeMaintain systems to manage the efficient flow of information and the storage of documents, correspondence, and other materialsSchedule and coordinate all meetings and special events involving the Chief Digital Officer, including logistical setup, catering, preparing materials, conducting tours and acting as point of contact for guestsOrganize and maintain files, both electronic and physical, ensuring confidentialityDraft, proofread, and edit documents, correspondence, and presentations for Board meetingsAct as a liaison between the board members, and other departmentsAssist in preparing agendas, meeting materials, and minutes for board and committee meetingsAssist in managing departmental budgets and expensesSupport Chief Digital Officer in donor relation activities as well as Board of Trustees & Digital Committee presentationsAssists with proposal writing, oversight and reporting; data analysis, research, drafting, writing, proofreading and editing reports, communications and presentationsHandles office management activities, including travel arrangements, expense reports, eTime approvals, equipment and technology maintenance & distribution, office supplies, petty cash, purchase requisitionsProvide backup support for other executive office assistants (eg supporting meetings, answering phones, etc)Assists President's Office, Tisch Director, Mellon Director and Chief Operating Officer on certain administrative items, when needed as well as supporting other Executive Assistants as neededAssists with special projects and performs related duties as requiredRequired Education, Experience & Skills:Required Education and Certifications:Bachelor's DegreeRequired Experience:Minimum of five years' experience supporting senior executives or boards in a complex organization.Experience managing confidential materials and sensitive correspondence.Required Skills:Communicating with courtesy and tact towards individuals of importance including Senior Management and Library TrusteesThe ability to resolve problems independentlyOutstanding organizational and multitasking abilities, with meticulous attention to detailAbility to maintain the confidentiality of important information with integrity and professionalismSuccessfully demonstrated experience using Google suite programs, Microsoft Suite and other scheduling and presentation softwareSuccessfully demonstrated strong interpersonal, oral and written communication skills, reliability, flexibility and willingness to assume various duties and assignmentsAbility to work well under pressure and meet tight deadlinesStrong problem-solving skills and ability to anticipate the needs of executivesCore Values:All team members are expected and encouraged to embody the NYPL Core Values:Be Helpful to patrons and colleaguesBe Resourceful in solving problemsBe Curious in all aspects of your workBe Welcoming and InclusiveWork Environment:Office EnvironmentThis is an onsite role; up to 5 days a weekPhysical Duties:May require light lifting up to 20 lbs.Pre-Placement:Physical Required? NoUnion/Non Union: Non-UnionFLSA Status: Non-ExemptSchedule: Monday - Friday; 9-5The New York Public Library Salary Statement: At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies. Union Salaries are determined by collective bargaining agreement(s).