What are the responsibilities and job description for the Executive Assistant position at Children's Aid Society?
Executive Headquarters (117 West 124th St)
$60000 - $65000 / year
Position Summary:
The Executive Assistant's primary responsibility is providing legal support to the General Counsel, and administrative support to the Chief Operating Officer, Compliance Officer and General Counsel. Duties include reviewing legal correspondence, managing the calendars and answering the Executives' phones, providing meeting support including logistics, preparing correspondence, serving as liaison with senior staff, and preparing materials for multiple internal and external meetings throughout the year. Serving as Legal Assistant to the General Counsel and Executive Assistant to the Chief Operating Officer and Compliance Officer.
Essential Duties:
- Understand and promote the organization's Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
- Support complex litigation, risk management, and other legal operations.
- Conduct thorough reviews of client cases and offer comprehensive support in legal proceedings.
- Execute the processing of invoices for vendors and purchase orders.
- Orchestrate logistical arrangements for site visits to various Children's Aid locations for risk management purposes.
- Act as a key liaison between departments and external vendors, fostering effective communication and partnerships.
- Set and maintain Executives' appointment schedules by planning and scheduling meetings, conferences, teleconferences and travel.
- Screen calls and maintain phone logs when necessary.
- Maintain paper and electronic filing systems.
- Analyze information; create summary reports, PowerPoint presentations and excel spread sheets.
- Perform other duties and special projects as assigned.
Minimum Qualifications:
- Bachelor's preferred
- Minimum 5 years' proven experience as an Executive Assistant working with senior management, corporate executives and other visitors, funders, vendors and consultants; knowledge of standard office administrative practices and procedures.
Key Competencies:
- Ability to manage confidential information and documents with discretion
- Expertise in MS Word, Excel, Outlook and PowerPoint
- Strong verbal and written communication skills including ability to read, analyze, and interpret information and synthesize
- Strong reasoning skills including the ability to solve practical day-to-day problems and use good judgment in dealing with a variety of concrete variables; ability to interpret instructions furnished in written, oral or table format
- Must be highly organized and able to work within competing timeframes; attention to detail and accuracy
- Ability to manage multiple tasks/projects simultaneously; problem analysis and problem-solving skills
- Ability to adapt to changing priorities in a fast-paced environment, from planning, to scheduling to implementation and follow up; trustworthy, discreet and flexible; excellent attendance record.
It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children's Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.
The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.
| Job Type | Full Time |
| Location | --Manhattan |
Salary : $60,000 - $65,000
