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Executive Assistant

2 months ago

Brooklyn, United States Goodwill Industries Of Greater New York Full time

Goodwill Industries of Greater New York and

Northern New Jersey, Inc.

Job Description

Position Title:

Executive Assistant/Project Manager Mission Services

Reports To (Title):

EVP of Mission Services

Position Type:

FLSA - Exempt

Supervising Staff:

No

General Purpose.

Reporting to the EVP of Mission Services, the Executive Assistant/Project Manager for Mission provides executive support, project management, owns projects on his or her own and is a critical member of the Mission team. This role requires a versatile individual capable of handling administrative tasks, light project management duties, and assisting in the development and implementation of divisional policies and procedures.

The ideal candidate will have strong written and verbal communication, power point, administrative, and organizational skills. The candidate will be able to balance multiple priorities and to prioritize the most urgent matters.

About Goodwill NYNJ.

Goodwill NYNJ empowers individuals with disabilities and other barriers to employment to gain independence through the power of work. Founded more than 100 years ago, Goodwill believes in never leaving talent behind and that a positive world is where all talents are recognized. We are a leading human services organization in Newark and New York City, serving over 8000 people a year. Additionally, operating over 30 retail locations, Goodwill is known primarily for its retail stores. As a destination for donating goods, we make a large sustainable impact on textile reuse.

Operational & Administrative Support:

Provide day to day assistance to the EVP of Mission Services ensuring efficiency and alignment with strategic priorities for the Mission division of Goodwill NYNJ.

  1. Assist in the development and maintenance of policies, procedures, and guidelines.
  2. Oversee and initiate Mission projects as assigned by EVP.
  3. Prepare materials and conduct presentations using Microsoft Office Suite (Vizio, Word, Excel, PowerPoint) to support EVP and Mission goals.
    1. Provide first drafts of PPT, reports, written communication for the EVP of Mission and leverage data and resources from the organization.
    2. Create supporting program materials using Canva or other technology to make materials appealing.
  4. Conduct project management work, including convening teams, developing project plans using digital platforms, tracking milestones, deliverables, and timelines.
  5. Manage and organize the Mission divisions Microsoft Teams folders, sharepoints and other collaboration tools to facilitate efficient communication within the organization.
  6. Coordinate Mission division wide meetings, as directed by the EVP of Mission, and ensure recurring meetings are well organized and calendared in advance.
  7. Follow up with teams, send reminders, follow-up emails, and ensure deadlines are met consistently.
  8. In partnership with internal business partners, track and ensure follow-up with external stakeholders (including employer partners, sister agencies, oversight agencies, potential funders, legislative/advocacy contacts, vendors, etc.)
  9. Assist in basic data presentation and reporting.
  10. Aid the EVP of Mission in partnership with finance in tracking Mission budget and assist in budgeting tasks and monitoring, as needed
  11. Collaborate with Compliance Department to develop and monitor QA practices across various Mission programs.
  12. Assist EVP of Mission in developing ongoing schedule of program site-visits, coordinate visits, agendas etc.
  13. Handle correspondence, emails, and follow-up communications on behalf of the EVP.
  14. Support administrative and project management aspects of Requests for Proposals; in partnership with applicable Mission leader and VP of Innovation
  15. Completing expense reports and invoice submission for EVP of Mission & monitor and reconcile credit card receipts and expenses for the EVP
  16. Compose and prepare correspondence, as needed
  17. Arrange travel itineraries, and agendas & compiling documents for travel-related meetings
  18. Manage EVP of Missions' external appointed Board and committee memberships, if any
  19. Coordinating meetings, agendas, and follow-ups for Mission leadership team, ensuring effective communication and execution of decisions.
Activities are subject to change/added to meet business needs with management approval.

Qualifications:
  1. Bachelor's degree in Business Administration, Management, or a related field.
  2. Demonstrated experience (2-5 years) in administrative support, project management, or similar roles preferred at the C-Suite level.
  3. Proficiency in Microsoft Office Suite (Visio, Word, Excel, PowerPoint, Planner, Lists, Forms) and ability to quickly learn new software and tools.
  4. Strong organizational skills with the ability to prioritize tasks and meet deadlines.
  5. High level of interpersonal skills and ability to problem solve
  6. Excellent written and verbal communication skills.
  7. Detail-oriented with a high level of accuracy in work output.
  8. Ability to handle sensitive and confidential information with discretion.
  9. Ability to adapt to changing priorities and multitask effectively in a fast-paced environment.
  10. Experience in a non-profit organization or understanding of non-profit operations, preferred but not required.
  11. Familiarity and/or exposure to data analysis and budget management principles, preferred
Special Working Conditions:
  1. Must be able to commute to Goodwill Brooklyn headquarters at least two times per week and attend site visits in the 4 boroughs and, occasionally, Newark, NJ.
  2. Available for in-person events as needed, occasional evenings