Job Description

EXECUTIVE ASSISTANT AT LEADING WORLD-RENOWNED NON-PROFIT

Base Salary is $85K to $110K (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 Year’s. Great organization. This is not a 24/7 role.

Leading, world-renowned, non-profit looking for an experienced executive administrative assistant to join its organization as an Executive Assistant providing administrative, project management, and operational support for a Team of Executives . 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 applies a high-level of confidentiality in work. 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 are helpful .
• Proven ability to work effectively in a dynamic environment by balancing competing priorities and multi-tasking effectively required.
• Strong verbal and written communication skills with professional presentation required.
• 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 required.
• Proven ability to handle confidential information with integrity and discretion required.
• Advanced knowledge of Microsoft Office products Word, Excel, PowerPoint, and Outlook required.
• Proven ability to work independently with minimal direction and supervision, with strong attention to detail and exceptional organizational and time management skills required.
• Friendly and professional demeanor, positive attitude, and willingness to partner with other team members.
• Excellent time management, prioritization, and problem-solving skills required .
• Must be well organized with outstanding attention to detail and follow-through.
• Excellent research and proofreading skills required .
• Interest in learning about and supporting the mission of the organization desirable .

RESPONSIBILITIES AND DUTIES

Manages administrative and operational functions including, but not limited to:

• Manage the administrative and operational functions for a team by undertaking a wide range of delegated tasks and assignments.
• 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 meetings including drafting agendas, distributing meeting materials as needed, ensuring meetings follow the agenda, taking notes on next steps during meetings and sharing with manager(s).
• Provide status updates on pending work and researches answers to questions before posing to manager.
• Plan and coordinate arrangements for major events including monitoring RSVPs, creating event schedule, arranging guest seating, preparing place cards, organizing room layouts, coordinating catering menu and setup, printing materials, managing IT requirements, and handling transportation, travel, accommodations, and any giveaways for the event.
• 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 and research as needed.
• Collaborate with and develop strong relationships with administrative staff and employees across the organization.
• Assist with visitor registration and reception.
• Serve as a back-up and provides assistance to other administrative team members as needed.

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