Executive Assistant at Leading Philanthropic Organization

3 weeks ago

New York, United States Phaxis LLC Full time
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 is looking for an experienced administrative/executive support professional to join its organization as an Executive Assistant providing project management, administrative, and operational support for four (4) senior executives: the Chief Operating Officer; Vice President of Research; Senior Policy Advisor; and Director-Monitoring and Evaluation. In this role, you will interact with several counterparts, both internal and external, develop an understanding of the organization's administrative and strategic needs, demonstrate a willingness to take initiative, is able to help manage the executives' priorities, and exercises confidentiality. You will also work independently on special and ongoing projects as assigned.

Hybrid role with Three (3) Days per Week in the Office (Mon, Tue, & Thu) located on Park Avenue in the mid-50s, and Two (2) Days per Week Remote/Virtual.

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
  • Prior non-profit experience and exposure to monitoring and evaluation tools helpful
  • Advanced experience/knowledge of Microsoft Office Products: Word, Excel, PowerPoint, and Outlook essential
  • Must have strong verbal and written communication skills
  • Friendly and professional demeanor, positive attitude, and willingness to partner with other team members
  • Work effectively in a dynamic environment by balancing competing priorities, multi-tasking, exercising outstanding attention to detail, and reliably following-through on assignments
  • Experience handling multiple schedules and accommodating individual preferences
  • Plan, organize, and manage work effort for complex projects
  • Handle confidential information with integrity and discretion
  • Consistently produce high quality work while working independently with minimal direction and supervision
  • Exercises excellent time management, organizational, and problem-solving skills
  • Possesses a growth mindset and openness to learn and take on new responsibilities over time
  • Interest in learning about and supporting the mission of the organization Foundation is desirable

RESPONSIBILITIES AND DUTIES
Manages administrative and operational functions including, but not limited to:
  • Manage busy calendars and schedules for multiple managers, including meeting prioritization and being mindful to accommodate individual scheduling preferences
  • Coordinate logistical arrangements for major events and meetings and takes notes when necessary
  • Coordinate travel arrangements and prepare expense reports, documentation, and filings
  • Support the processing and approval of invoices and subscriptions for respective teams
  • 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 visitors
  • Serve as a back-up for the organization's other administrative team members as needed

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