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EA at Leading Philanthropic Organization
3 months ago
EXECUTIVE ASSISTANT AT LEADING PHILANTHROPIC ORGANIZATION
Base Salary is $85K to $100K (based upon candidate and experience); Discretionary Bonus; and Excellent Benefits
Hybrid with Three (3) Days in Office and Two (2) Days Remote
The office is in mid-town Manhattan and closed between Christmas and New Years. Great organization. This is not a 24/7 role.
Leading philanthropic organization looking for an experienced administrative/executive support professional to join its organization as an Executive Assistant providing administrative, project management, and operational support for Four (4) Senior Executives. The Executive Assistant interacts with several counterparts, both internal and external, develops an understanding of the organization’s administrative and strategic needs, demonstrates a willingness to take initiative, can help manage the executives’ priorities, and applies a high level of confidentiality in work. Will work independently on special and ongoing projects as assigned.
To build productive relationships across the organization and to ensure effective collaboration, this role requires in-person presence in accordance with the organization’s hybrid schedule of working in the office three days per week (Monday /Tuesday/Thursday).
REQUIREMENTS AND SKILLS
- Bachelor's degree required.
- Minimum of Ten (10) years of experience providing administrative and operational support to senior level executives or teams with demonstrated increases in responsibility over time.
Proven ability to work effectively in a dynamic environment by balancing competing priorities and multi-tasking effectively.
Strong verbal and written communication skills with professional presentation.
Growth mindset and openness to learn and take on new responsibilities over time.
Experience supporting the planning, organizing, and managing of work effort for projects.
Proven ability to handle confidential information with integrity and discretion.
Advanced knowledge of Microsoft Office products Word, Excel, PowerPoint, and Outlook.
Proven ability to work independently with minimal direction and supervision, with strong attention to detail and exceptional organizational and time management skills.
Friendly and professional demeanor, positive attitude, and willingness to partner with other team members.
Excellent time management, prioritization, and problem-solving skills.
Must be well organized with outstanding attention to detail and follow-through.
Excellent research and proofreading skills.
Prior non-profit experience and exposure to monitoring and evaluation tools helpful.
Interest in learning about and supporting the mission of the Foundation desirable.
RESPONSIBILITIES AND DUTIES
Manage the administrative and operational functions for a Senior Advisor, two (2) Managing Directors, and a Principal by undertaking a wide range of delegated tasks and assignments, including, but not limited to:
Manage busy calendars and schedules, including meeting prioritization;
Engage via email and phone with senior leaders from other companies to request and schedule meetings;
Coordinate logistical arrangements for major events and meetings (take notes when necessary); and distribute materials for meetings as needed;
Coordinate travel arrangements and prepare expense reports, documentation, and filings;
Support the processing and approval of invoices and subscriptions for respective teams;
Coordinate in-person and virtual advisory board meetings by communicating with advisory board members, preparing meeting agendas, managing room/Zoom set-up, processing honoraria and travel expenses.
Maintain organized physical and digital files, templates, trackers, records, and contacts;
Manage vendor contracts/contracting process for relevant projects;
Coordinate orientation activities for new hires with oversight by department leads;
- Manage and conduct ad hoc projects as needed;
Collaborate with and develop strong relationships with administrative staff and employees across the organization;
Assist with visitor registration and reception; and
Serve as a back-up for the organization’s other administrative team members as needed.
