Executive Assistant - Hybrid

Job Description

HYBRID EXECUTIVE ASSISTANT TO SENIOR EXECUTIVES AT A LEADING RENOWNED NON-PROFIT/FOUNDATION

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Base Salary is $85K to $115K (based upon candidate and experience); Discretionary Bonus; and Excellent Benefits

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Hybrid with Three (3) Days in Office and Two (2) Days Remote

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The office is in mid-town Manhattan and closed between Christmas and New Year’s. Great organization. This is not a 24/7 role.

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Leading, renowned, non-profit foundation is looking for an experienced executive administrative assistant to join its organization as an Executive Assistant providing administrative and operational support for Two (2) Executive Vice Presidents. This will include some Personal Assistant duties/responsibilities. In this role, you will interact with a number of counterparts, both internal and external, develop an understanding of the organization’s administrative needs, demonstrate a willingness to take initiative, help manage the executives’ priorities, and exercise confidentiality. Additionally, you will work independently on special and ongoing projects as assigned.

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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.

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REQUIREMENTS AND SKILLS

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• Bachelor's Degree is required .
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• Ten Plus (10+) years of experience providing Administrative and Operational Support to Senior Level Executives or Teams with demonstrated increases in responsibility over time.
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• Advanced experience using Microsoft Office Suite products (Word, Excel, PowerPoint, and Outlook) required ; experience with SharePoint is a plus .
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• Work independently with minimal direction and supervision, with strong attention to detail and time management skills.
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• Friendly and professional demeanor, positive attitude, and willingness to partner with other team members.
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• Must be well organized with outstanding attention to detail and follow-through.
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• Demonstrated experience anticipating the need for and delivering strong administrative and operational support for senior level executives and teams.
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• Must have strong verbal and written communication skills.
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Proven ability to:

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• Work effectively in a dynamic environment by balancing competing priorities, multi‐tasking, exercising outstanding attention to detail, and reliably following‐through on assignments.
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• Handle multiple complex schedules and accommodate individual preferences.
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• Plan, organize, and manage work effort for complex projects.
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• Handle confidential information with integrity and discretion.
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• Consistently produce high-quality work while working independently with minimal direction and supervision.
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• Exercise excellent time management, organizational, and problem-solving skills.
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• Possess a growth mindset and openness to learn and take on new responsibilities over time.
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• Learn about and support the mission of the Foundation is desirable .
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RESPONSIBILITIES AND DUTIES

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Provide administrative and operational support by undertaking a wide range of delegated tasks and assignments, including, but not limited to:

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• Independently managing the dynamic schedule of the EVPs by determining priorities in calendaring appointments and activities (this requires interaction with both internal and external clients, executives, leaders and assistants to coordinate a variety of meetings and other administrative and strategic responsibilities, showing initiative, professionalism, sensitivity and understanding of issues and care for confidentiality).
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• Creating travel itinerary options, coordinating arrangements and managing all business expenses for the EVPs.
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• Preparing and managing expense reports from others in the department seeking manager approval.
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• Coordinating with other Executive Assistants across the Foundation for large meetings and special events.
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• Assisting with ad hoc projects as requested.
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• Managing email/voicemail as directed, answering phone and sending emails on behalf of the EVP and ED.
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• Handling timesheets, attendance, and time-off request records on behalf of the EVPs.
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• Processing department invoices and coordinating with the finance department to ensure smooth operation of the department budget.
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• Maintaining organized physical and digital files, templates, trackers, records, and contacts.
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• Coordinating vendor contracts/contracting process for relevant projects.
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• Supporting the processing and approval of invoices and subscriptions for respective teams.
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• Collaborating with and developing strong relationships with administrative staff and employees across the organization and providing back-up for the organization’s other administrative team members as needed.
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