Executive Assistant

Our client, a philanthropic organization working across the arts, education, environment, government innovation, and public health, is seeking an Executive Assistant to support one of their Program Leads across administrative tasks, systems and process development, and event management and logistics.

This is a temporary position with the potential to extend or become a permanent commitment. The role is a 5-day/week, in-person role based in New York City. This position can offer $40-$50/hour, converting to ~$90-$110k depending on experience.

RESPONSIBILITIES:

Principal-Level Administrative Support

This role will assume all the fundamental duties of a traditional assistant to the Program Lead, which includes, but is not limited to, the following duties:

• Provide day-to-day support, including scheduling meetings, proactively anticipating administrative support needs, arranging travel, processing expenses, managing contacts
• Manage meeting request invitations, coordinate scheduling, draft email responses
• Prepare briefing materials, memos, presentation slides, and other written materials
• Assist in requests for information from internal stakeholders, including leadership’s briefings team and impact & evaluation team
• Maintain shared team calendar and desk reservation system
• Take notes and send readouts from meetings, including weekly team meetings
• Track and ensure follow-up from all meetings and events
• Maintain file and document management/archival system
• Arrange all domestic and international travel arrangements, including flights, ground transportation, hotels, visa coordination, etc

Systems, Processes and Team Development

• Working closely with the Management & Operations Lead, this role will help catalog best practices in administrative support
• Develop materials for robust onboarding plans for future hires
• Identify and assess potential training for assistant/associate corps

Event Planning, Management & Execution

• Working closely with the Chief of Staff, this role will be responsible for helping execute a series of high-level, high-stakes events
• Assist in maintaining invite lists for various events, field inquiries to appropriate team members, respond to outside inquiries and ensure timely response to urgent issues
• Engage in logistics coordination; liaise with the events team as needed
• Staff priority events; provide “utility player” support across Program verticals as added capacity

SKILLS & EDUCATIONAL REQUIREMENTS:

• Minimum of 3 years of experience in an administrative or project management role in a fast-paced environment
• Bachelor's degree or equivalent experience
• Exceptional organization, project management, and time management skills
• Able to juggle multiple priorities simultaneously while maintaining a high degree of attention to detail
• Resourceful, motivated, efficient, proactive and detail-oriented
• Excellent written and verbal skills
• Outstanding interpersonal and communication skills, both verbal and written, and the demonstrated ability to effectively interface with colleagues and stakeholders at all levels
• Discretion and experience handling sensitive/confidential information is a must
• Willingness to work in a fast-paced, campaign-like environment
• Experience handling data and tech-savviness will be a plus
• Proficiency in MS Office Suite (specifically Outlook, Word, Excel, and PowerPoint)
• Fluency with platforms such as Zoom and Concur a plus