Executive Assistant

Job Description

Job Description

  JOB TITLE: Executive Assistant

FLSA: Exempt 

LOCATION: Yonkers 

REPORTS TO: President & CEO 

SALARY RANGE: $80,000 to $85,000 per year

SUMMARY:  

Westhab is seeking a highly capable, resourceful professional to serve as a trusted partner to the President & CEO and senior leadership team. The ideal candidate brings sound judgment, executive presence, and the ability to anticipate needs, manage complexity, and operate with discretion across a wide range of organizational priorities. This individual will serve as a central point of coordination for high-impact initiatives across the organization. This role offers a unique opportunity to contribute meaningfully to our mission while gaining exposure to executive leadership, organizational strategy, and mission delivery.

BENEFITS AND PERKS  

• $1,000 Sign-on and Retention Bonus
• Medical, Dental and Vision after 30-days with up to 85% paid by Employer
• Paid Vacation, Sick and Personal Time
• Tuition Reimbursement Life Insurance
• Pension Plan and Voluntary 403b Plan
• Hybrid after 90-days
• Free Parking
• Staff Development and Promotional Opportunities

DUTIES AND RESPONSIBILITIES:

Completes a broad variety of tasks for the President and CEO including: 

• Manages calendar, screens calls, prepares letters, contracts, and other documents, including many items that are confidential in nature. 
• Manages a variety of special projects for the President including a series of annual staff events, groundbreakings, and ribbon cuttings.
• Prepares for and attends quarterly board meetings including advanced distribution of materials, taking minutes, and recording all Board resolutions.
• Communicates on behalf of the President and CEO with board members, donors, staff, partners and others, on a broad range of agency initiatives. 
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a confidential nature. Determines appropriate course of action, referral, or response. 

Completes a broad variety of tasks for the Leadership Team including:

• Provides project support for Westhab’s Chief Real Estate Officer, General Counsel, and other members of the leadership team that require extreme attention to detail and precision.
• Supports all administrative projects, filings, and other matters, as needed, to advance the work of the Leadership Team.
• Takes initiative to create efficiencies and improve processes to best support administrative functions.

Completes a broad variety of fundraising tasks including:

• Manages the donor CRM with extreme attention to detail including receiving and processing all gifts, producing reports and mailing lists, and preparing letters.
• Assists with planning and logistics of special events as needed including onsite staffing.
• Prepares print collateral for donor and external meetings.
• Coordinates with all departments and Development to ensure all in-kind gifts received are tracked in CRM and stewarded well, in addition to coordinating pick-ups and distribution to sites
• Coordinates with all departments, HR, and Development to track all volunteers across Westhab in CRM, connect prospective volunteers with the appropriate Director, and ensure completion of paperwork

• Assists with communications efforts including basic graphic design, photography, social media, and website updates.

Qualifications: 

Associates Degree required, Bachelor degree preferred with 3-5 years of administrative experience supporting executive teams. Strong written and organizational skills that reflect ability to lead projects and perform and prioritize multiple tasks seamlessly with excellent attention to detail. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response. Strong computer skills with proven ability to learn new programs and skills enthusiastically. Proficient in Microsoft Office (Word, Excel, and Power Point). Adobe Acrobat, Google Docs, Canva, and Social Media web platforms will also be helpful.

AGENCY PROFILE & EMPLOYEE EXPECTATIONS 

Westhab is a prominent community development organization, providing housing and supportive services for more than 20,000 New Yorkers each year. We are staffed by an extraordinary group of hard-working professionals that are committed to our mission - Building Communities. Changing Lives. Working at Westhab is not easy. Our expectations for all staff are high. We believe that the people and the communities that we have the privilege to serve deserve our very best every day. We are a results-driven organization that focuses on empowerment and impact. If you want to apply for this opportunity, it should only be because you feel ready for the challenges and expectations that come with joining this kind of team. (EOE)

OCCUPATIONAL SAFETY AND HEALTH ADMINISTRATION (OSHA):

The Occupational Safety and Health Administration (OSHA) ensures safe and healthful working conditions to workers by setting and enforcing standards and by providing training, outreach, education and assistance. Westhab complies with all applicable OSHA standards, rules and regulations in addition to keeping our workplaces free of serious recognized hazards