Executive Administrative Assistant

4 weeks ago

Brooklyn, United States IMPACCT Brooklyn Full time $70,000 - $80,000

Position Summary
The Executive Administrative Assistant (EAA) provides executive support in a one-on-one working relationship. The EAA is the primary point of contact for internal and external constituencies regarding matters in the Office of the Executive Director.
The EAA can work under pressure and handle confidential matters and activities with discretion. They can suggest solutions to the executive director regarding the available business opportunities to meet the company’s profitability targets and maximize revenues. They may also assist the executive director in making several business decisions.



The EAA will be part of the team that projects, plans and coordinates communications, forums, and special events. The EAA also serves as a liaison to the Board of Directors. The EAA must be dedicated and enjoy working within a small, mission-driven, results-driven, and goal-oriented environment. The ideal individual will be able to exercise sound judgment in various situations, have strong written and verbal communication skills, have administrative and organizational skills, and maintain a realistic balance among multiple priorities. The EAA will be able to work (both independently and under very close supervision) on projects from conception to completion and must be able to work under extreme pressure at times to handle a wide variety of activities and confidential matters with discretion.
The executive assistant provides high-level administrative support to the Executive Director. The serves as the initial contact/resource person for the Executive Director’s office and ensures timely communication with all partners, donors and prospects, contractors, community-based organizations, elected officials, and state and federal organizations.



The EAA proactively manages the office of the Executive Director (ED), including answering and screening calls, maintaining fluid and complex calendars, scheduling meetings and conference calls with senior-level internal and external stakeholders, coordinating room reservations, audio-visual set-up, and catering arrangements as necessary, preparing documents for meetings, and arranging travel.
This position conducts research, handles information requests, and performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for executives.



Essential Duties and Responsibilities

  • Works closely with the executive director to coordinate regular Board of Directors meetings, including preparing reports, collating documents, distributing Board packets, reserving rooms, and ordering catering.
  • Attend and assist the board secretary in the taking and editing of board minutes.
  • As directed, coordinate and maintain the Board minute book, ED contacts, and other vital organizational documents and databases.
  • Coordinate the signing, sending, and processing of all documents requiring the authorization of the Executive Director’s office.
  • Works with ED to prepare board reports and other reports and correspondence.
  • Work with ED to manage phone, social media, and email communications.
  • Greet and screen visitors to determine whether they should be given access to specific individuals.
  • Read and analyze incoming emails, USPS, and other incoming mail, determine their significance, and plan their distribution. Coordinate the filing, retrieving, and retaining corporate documents, records, and reports.
  • Make travel arrangements for executives.
  • Work with ED and other office managers to coordinate IT, phone, and other organizational-wide systems.
  • Develop work plan timelines and coordinate the implementation of tasks.
  • Screen incoming calls and determine the priority level while using caution when dispensing information.
  • Produce high-quality emails and messages for individuals at all levels of the organization.
Qualifications

Skills & Education

  • Strong project and Time Management.
  • Collaboration Skills.
  • Personal Effectiveness/Credibility.
  • Flexibility.
  • Knowledge of Social Media and other Technical Capacities.
  • Stress Management/Composure.

Required Education, Experience, and qualifications

  • Associate’s degree or bachelor’s degree preferred.
  • Five years of administrative experience.
  • Excellent PC skills - MS Word, Excel, Outlook, PowerPoint.
  • Requires strong verbal and written skills and the ability to manage multiple tasks while maintaining priorities effectively.
  • Self-starter who is detail-oriented with excellent office, organizational, and communication skills.
  • Four days in the office are required.

Physical Demands and Work Environment
This job operates in a professional office environment and routinely uses standard equipment such as phones, photocopiers, filing cabinets, and fax machines. IMPACCT Brooklyn adheres to COVID-19 protocols. The physical demands described here represent those that an employee must meet to perform the essential functions of this position successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. This position often requires standing or walking for extended periods.
Prolonged periods of sitting at a desk and working on a computer. The ability to cope with and tolerate moderate stress levels is also necessary. This position may occasionally lift and/or move up to 25 pounds. You may be required to travel to other facilities.


Benefits and Wages: Competitive pay; paid time off including vacation and personal holidays; 403(b); tuition reimbursement; Flexible Spending Account; medical insurance; Employee Assistant Program; and other fringe benefits.


Employment Status: Full-time, 9 AM – 5 PM

IMPACCT Brooklyn is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable.
All applicants are considered for all positions without regard to race, religion, color, sex, gender, sexual orientation, pregnancy, age, national origin, ancestry, physical/mental disability, medical condition, military/veteran status, genetic information, marital status, ethnicity, alienage or any other protected classification, under applicable federal, state, and local laws. By completing this application, you seek to join a team of hardworking professionals dedicated to consistently delivering outstanding service to our customers and contributing to the financial success of the organization, its clients, and its employees. Equal access to programs, services, and employment is available to all qualified persons. Those applicants requiring accommodation to complete the application and/or interview process should contact a management representative.

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