Office Manager/Executive Assistant to CEO

Principal Responsibilities:

The Office Manager / Executive Assistant provides comprehensive administrative support to the Chief Executive Officer (CEO) and ensures the smooth operation of the executive office. This role requires a proactive, detail-oriented professional who can manage multiple responsibilities with efficiency and professionalism. The individual will serve as a key liaison between the CEO, Board of Directors, staff, and external stakeholders, contributing to the overall effectiveness of the organization.

KEY RESPONSIBILITIES:

Administrative & Office Management:

• Provide general administrative support and serve as a backup for office operations.
• Maintain office supplies, manage purchasing, and oversee inventory.
• Coordinate IT, telephone systems, and office equipment maintenance.
• Act as the primary liaison with external partners to manage digital content updates and troubleshoot technical issues as needed.
• Manage vendor contracts and relationships related to office operations.
• Reconcile company credit card transactions to ensure accuracy.
• Review and verify customer fees and charges for accuracy.
• Ensure alignment and accuracy by reconciling transactions between the membership database and the financial system.
• Oversee and streamline administrative processes to improve efficiency.
  
  

Executive Support:

• Manage and maintain the CEO's calendar, scheduling meetings, appointments, and travel arrangements.
• Answer and screen calls, take accurate messages, and ensure prompt follow-up.
• Maintain and organize confidential CEO files and documents.
• Prepare and process purchase orders, invoices, and other financial documentation.
• Assist in the preparation of reports, presentations, and correspondence.
  
  

Board & Committee Support:

• Serve as the primary point of contact for the Board of Directors.
• Organize and coordinate Board communications, including scheduling meetings and maintaining records.
• Prepare meeting agendas, take accurate minutes, and distribute materials in a timely manner.
• Assist in event planning and coordination related to Board and committee meetings.
  
  

Special Projects & Communications:

• Manage special projects as assigned by the CEO, ensuring timely completion.
• Liaise with key stakeholders, including executives, government agencies, and community partners.
• Support internal and external communications on behalf of the executive office.
  
  

Employment Details:

• Status: Full-time, non-exempt (40 hours per week, Monday-Friday)
• Location: Upper Manhattan, NY
  
  

Compensation & Benefits:

• Compensation range of $50,000-$55,000 based on experience, skillset, and education.
• Generous Paid Time Off (PTO) and competitive benefits package: Health Insurance; Retirement Plan, Optional 403b Plan, Life Insurance, Flexible Spending Account, Commuter Benefit Plan, and Y Fitness Center Membership.
  
  

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Additional functions and responsibilities may change or may be assigned.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

YM & YWHA of Washington Heights & Inwood provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

Minimum Qualifications:

• Bachelor's degree preferred.
• Experience in executive support, office management, operations, or a related field.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and Google Suite; ability to learn new software as needed.
• Exceptional organizational and time management skills with the ability to multitask and prioritize effectively.
• Strong written and verbal communication skills.
• High level of discretion, professionalism, and confidentiality.
• Ability to work independently and collaboratively in a fast-paced environment.
• Experience interacting with diverse groups, including staff, members, and donors.
• English-Spanish speakers preferred.
  
  

Salary:

$45,000 - $55,000

Agency Information:

Established in 1917 as one of the first Jewish community centers in New York City, the YM & YWHA of Washington Heights and Inwood (the Y) is a thriving and visionary not-for-profit human services organization in Northern Manhattan. We welcome people of diverse ethnicities and all ages, from pre-school to older adults, into the Y family with a wide range of educational, recreational and social services and programs that focus on improving the quality of their lives. With a long and distinguished history, the Y is a multi-service community center that is well known for its nurturing environment and non-judgmental philosophy.